Dynamics NAV Authentications and License Types

You can setup new users in Dynamics NAV using various Authentications, and with various License Types. What are these?

Following are the license type options:

  • Full User
    The user has full read and full write permissions based on the license of that specific company.
  • Limited User
    A limited user will have full read permissions but only limited write permissions and also limited to predefined tables.
  • Device Only User
    A user that works with devices.
  • Windows Group
    You can also have users of Windows Groups, which means that they will inherit the settings of that Windows Group.
  • External User
    The customer of your customer.

You can create users with different authentication such as:

  • Windows Authentication
    With this credential type, users are authenticated using their Windows credentials.
  • Access Control Service Authentication
    With this setting, Microsoft Dynamics NAV relies on Microsoft Azure Access Control service (ACS) or Azure Active Directory (Azure AD) for user authentication services.
  • Microsoft Dynamics NAV Password Authentication
    With this setting, the user is prompted for username/password credentials when they access Microsoft Dynamics NAV.
  • Office 365 Authentication
    It validates your Office 365 credentials.

How Many Steps to Upgrade to NAV 2017?

If you run an older version of Microsoft Dynamics NAV and have been putting off an ERP upgrade or if you run Microsoft Dynamics NAV 2016 and wonder if it’s worth the effort to upgrade to the new version, look at Microsoft Dynamics NAV 2017.

With the latest release, Microsoft not only improves on core ERP functionality, they have added a range of new features to help you work smarter and faster.

The following illustration shows the number of steps in which you can upgrade to Microsoft Dynamics NAV 2017 version.

Based on your current version, you can upgrade to NAV 2017 in 3, 2 or 1 step. However, please note If you are coming from NAV 3.7 / 4.3 versions, there may be various functionalities that are either discontinued or re-engineered. So be ready for changes in system processes.

You can use the Microsoft Feature Comparison Tool to compare features of all the older versions of NAV.

Data Migration Using Assisted Setup

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With Microsoft Dynamics NAV 2017 you can use assisted set up to perform certain set up tasks based on the wizard. The data migration is one of these tasks. This is what we call the data migration using assisted set up. This is based on a wizard.

You can import from Excel, but you can also import from other finance solutions, for example QuickBooks. This is using the extension management in Microsoft dynamics NAV, which means that in real life you can use these extensions and also build extensions to use other finance software applications.

Click Departments/Administration/Application Setup/General/Assisted Setup.

Select Migrate Business Data and Start Setup. Follow the instructions:

The import process is the same as using Rapid Start. The only difference is that here we are working with a wizard.

Configure New Company Using Rapid Start Services

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You can create a new empty company and use the RapidStart file and apply it to the new company. For example:

Create a new blank company. For more information click here.

Go to the newly created blank company and use the Rapid Start Services to setup the new company. This will open a wizard with Different Steps

You can start filling in the details in various steps, however the most important step in this case is the step where you can select package and Apply Package.

Based on the amount of data it may take few minutes to process. Once the data is applied, you will receive a message with relevant details, i.e. number of records processed, number of records inserted, number of errors found and number of records inserted.

Error Handling

When you open the package, the column No. of Package Errors will shown number of records that have errors, in red. You can click on the number to drill down and see those records.

Clicking on Show Error will give you the reason behind the error, based on which you can take corrective measures.

NOTE: In all these import functions that we have available in the RapidStart, the system will never import directly to the final table. The system will always import two configuration tables so two RapidStart tables you could say. So that first of all we have still the opportunity to check that everything is OK. And secondly, the system will also provide information on errors if they might exist.

Most of the data migration process is done based on the data that you receive from your new customer. You will see his vendor list, his item list and so on. In a lot of cases you will have to clean up the data because in the data maybe codes are used that are not being recognized by the system. But there are a couple of very interesting functions that we can use in order to resolve these differences:

  • Field Mapping
  • Create Missing Codes

Field Mapping

It’s mapping old values with new values. For example, in a customer list or a vendor list that I have received the country codes used are USA and BEL, for example. While the new values that we use in Microsoft Dynamics NAV are based on the ISO values, US and BE.

Instead of having to modify all of those old values in Excel, you can simply map old values to new values so that when the system recognizes an old value it will map it automatically to the new value in your system.

For Example:

Suppose you want to enter some field mappings for the customer table because you know that in the data you have received from your new customer, customer records are using AUS (for Australia) and so on. And so there you want to map to the existing country codes AU in your system (which is ISO based). So what you can do is now go to table, fields and then you need to go to the field for which you want to enter a mapping. In this case you can take number 35 which is the country region code. And now if you click on Mapping in the ribbon, you can enter the old value and the new value. It’s as simple as that. Similarly you can do it for other fields.

Create Missing Codes

Create missing codes is quite a simple feature but a very efficient and very effective one. It is a feature that you can use to create codes that don’t exist already in the system.

For example:

Suppose that you are importing a customer with a specific postcode that doesn’t exist already in Dynamics NAV. Then you will see that by using the create missing codes feature the system can automatically create a new post code.

You can apply the create missing codes feature for almost all the fields for which you know that when importing you might have the risk that you import codes that do not exist in the system. With the create missing codes feature the system will automatically create these codes.

Configuration Package

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If you want to export or work with that tables, you need to assign Configuration Package to the worksheet.

How to assign configuration package?

On the configuration worksheet, you can select a record or multiple record and click Assign Package. From the list of Configuration Packages, you can select the relevant package or create a new and assign.

Once the Configuration Package is assigned to the Configuration Worksheet, the Package Code and Package Exists fields are populated. Now when you check the Package Card the configuration package will also list the tables that were selected.

Configuration Package Actions?

You can perform various settings, and apply filters to include or exclude data. For more details click here.

When you have tables in package we can export package to .rapidstart file or export the data in Excel. You can import this package in another company for data import process.

Configuration Worksheet

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How to access Configuration Worksheet?

  • On the RapidStart Services Implementer role centre, click Configuration Worksheet on the ribbon or
  • Click Departments/Administration/Application Setup/RapidStart Services/ Configuration Worksheet or
  • In the Search box type Configuration Worksheet and select the relevant link.

The following screenshot shows how a configuration worksheet can look like. It’s a worksheet in which you can list all of the tables that you need to set up a company.

Configuration Worksheet contains the things that you need to set up for each company independent of the activity or the sector in which the company is working. For example, each company probably will have customers, vendors, bank accounts, a chart of accounts, accounting periods, general ledger setup and so on. You can have basic setup that you probably have to do for each company.

Fields on Configuration Worksheet

Line Type: The options in this field (Area, Group and Table) are used to create a specific structure so that the configuration worksheet is easier to work with because you can have configuration worksheets including quite a lot of lines.

Table ID and the Name: Contains id of the table and the name respectively.

Promoted Table: This is a field that I can use to very easily apply a filter. For example, if you would like your colleague or your customer to look into specific tables, you can select them, say customer, G/L account and general ledger set up. So you can request your colleague or your customer to have a look at these tables and work on these tables at a new company. So you can very easily select here to promote a table field and then click on promoted only in the ribbon.

This is an easy way to apply filters and now when you go to your role centre (Shift+F3), you can see the same in one of the cues.

You can provide Reference, for example, to reference to specific files, reference to a website, where you can find specific units of measure codes, specific country codes, etc.

The Package Code specifies the Configuration Package attached Package Exist lets you know if the attached package is available or not.

You can use the configuration worksheet as a checklist by making use of Responsible ID and Status fields. You can also track the progress from role center.

The Licensed Table field let you know if the table is supported by the license you are currently using.

You can specify the relevant Page ID to display the table.

The No. of Records displays the number of records available in the selected table.

Select Dimensions as Columns, when you’re migrating data and you would like to include dimensions as columns in, for example, the Excel templates.

Copying Available determines if you can copy data and Licensed Page lets you know if the page you are using is supported by your license or not.

NOTE: Creating a worksheet requires some experience. You need to know which tables that should be included, and also it could take you some time to create a complete configuration worksheet.

Functions for Configuration Worksheet

Get Related Tables

You can use this action to add related tables for a selected table.

Example:

  • Use a blank configuration worksheet.
  • Add a table, say table 18, Customer table. In the Related Table Fact Box you will notice the list of related tables for Customer table.

  • You can choose to add them one by one or you can use the Get Related Tables action.

Get Tables

Get Tables function is something that you can use to, for example retrieve all the tables that contain data, including related tables, dimension tables and so on.

Delete Duplicate Lines

You might have specific tables that are inserted automatically several times. For example, Payment Term is a related table for the Customer table, but also for the Vendor table, so it might be possible that the Payment Term table is included several times. By using the Delete Duplicate Lines function you will see that, the system will remove all the duplicate lines so that each table is only inserted once.

Rapid Start Services in Microsoft Dynamics NAV 2017

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Implementing a new company in NAV involves many different set up tasks, such as:

  • You have to set up the chart of accounts.
  • You have to migrate items, customers, vendors, fixed assets.
  • You need to set up currencies.
  • You might want to set up document approvals and so on.


All of these different tasks need to be performed when you set up a new company. And if you don’t use a tool like RapidStart Services, you have to perform these tasks manually, which can be rather time consuming and which is not very efficient.

Components of Rapid Start Services

Following are the components of Rapid Start Services. You can click on each link to read more about the component:

  • Configuration Worksheet: In a configuration worksheet, we specify all the tables that we need to set up, such as the chart of accounts, master data like customers and vendors, set up tables like the general ledger set up, the sales and receivable set up and so on.
  • Configuration Packages: We have a configuration package from which we can create RapidStart files.
  • Configuration Questionnaires: We have questionnaires that we can use to set up the specific set up tables.
  • Configuration Templates: There is the configuration templates component that we can use to predefine fields for customers, vendors, items and so on.
  • RapidStart Services Wizard: We have the wizard that we can use when creating a new company.
  • RapidStart Services Role Center: There is a RapidStart Services role centre available as well.

Rapid Start Services Process Flow

In RapidStart we can use the configuration worksheet to list all the tables, such as chart of accounts, the units of measure and so on.

From the configuration worksheet we can then create the configuration package.

And from that package we can create the RapidStart file, which means that we have a file that contains all the data, all the information for a specific configuration.

Rapid Start – Role Centre

You can use the RAPIDSTART SERVICES profile for your role centre. See How to: Assign a User to a Profile for more information.

This role centre provides you easy access to everything that is important when working with Rapid Start.

Also look into the topics:

Configuration Questionnaires

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When implementing a new company in NAV there are quite a lot of setup tables that you have to set up. Typically, what you can do is to go to your customer and start asking questions. Based on the answer that you get start performing the setup manually. With the questionnaires you can automate this process.

How to access Configuration Questionnaire?

  • On the RapidStart Services Implementer role centre, click Questionnaires on the navigation menu or
  • Click Departments/Administration/Application Setup/RapidStart Services/Configuration Questionnaire or
  • In the Search box type Configuration Questionnaire and select the relevant link.

Setting up Questionnaire?

  • You can specify a new Questionnaire.
  • The questionnaire will have Question Areas. The following example shows question areas related to the general ledger setup, the inventory setup, the purchases and payables setup and so on.

  • The following screenshot show how a typical Question Area may look like:
    • A questionnaire is always linked to a table and typically a set of tables like in this case the general ledger setup, table 98. And next, you will see that for all of the fields that we have in table 98 you can ask a question.
    • You can then send these questionnaires, for example, in Excel format to the customer and they can start answering as many as possible of these questions and then afterwards you can import them into NAV and apply answers.

Typical Process?

  • First of all, define or specify the table, the setup table for which you want to create a questionnaire.
  • Then you might want to use the Update Question functions to automatically insert a question on all fields of the setup table.
  • Then you probably might want to remove existing, some fields for which it does not make sense to ask questions on.
  • Then you could rephrase some questions in order to make it more efficient and easier to use the questionnaire.
  • Once these questionnaires are created you can start using them, for example you can Export to Excel, answer some questions and then Import Back From Excel.

Data Templates

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One of the important tasks that you need to perform when setting up a new company in NAV is, of course, a data migration. You need to migrate a lot of data such as customer data, vendor data, item data and so on. To migrate data as efficiently as possible you can use Data Templates.

How to access Data Template?

On the RapidStart Services Implementer role centre, click Templates on the navigation menu.

Typical Process?

  • If we take domestic customers we could predefine the number of fields because all domestic customers might have the same customer posting group, might have the same language code, might have the same general business posting group and so on and that is the whole idea and that is the intention of using these data templates.
  • You will divide our master data that you have to migrate in different groups, such as based on item groups, based on customer groups and so on. And for each group you will then specify all the fixed fields and all the fixed values of the different fields.
  • When you have to migrate data using, for example, Excel, you can then link such a data template. This means that in Excel you can leave out all these fields from your Excel template and focus only on the variable data.

Show as Chart Feature in Microsoft Dynamics NAV 2017

In Microsoft Dynamics NAV there is a feature called Show as Chart, usually available on a list page. This feature has been available from quiet some versions now. The following article explains on how you can work with the feature.

We will consider Customer List as an example.

Open the Customer List page and on the Home tab, click Show as Chart.

And…. you see nothing! Well, read the instructions in the middle of the page and it says “Select measures and dimensions for the chart.

On the page, you have options to Select Measures and to Select Dimensions.

Scenario 1: Show me Balance Due per Customer Chart

In this case I select measure as Balance (LCY) and Dimension as No.:

Scenario 2: Show me Balance Due per Customer Chart – Exclude those customers who do not have any balance due.

In this first I click the Show as List action to go back to my customer list and provide an advanced filter to show only those customers which have balance due.

Now when you click on Show as Chart action to go to the charts again. You will notice that now the chart shows only those customers for which balance is due:

Similarly, you can choose many other combinations to view your data as a chart without any need to make customizations reports.

Actions Supported on Chart

When you right-click on the chart, you will have various options such as to Copy, save it as picture, print, etc. This is very useful, as you can now directly copy and paste it in your presentation or e-mail the report.

Zoom-In feature

If you held down the mouse, highlight a block and release the mouse, you can zoom-in to a block to have better view in selected area in the chart.

Does the Data Match?

When you hover your mouse over a bar chart, it gives you the exact figure for the record, so you can confirm if the chart shown matches the data.

Scenario 3: Advanced Chart

In the above example, we selected one measure and one dimension. But we also have an option to select one more dimension.

Let’s say, we would like to see, we would like to see Overdue Balance per Customer per Salesperson:

So, for example: here we can analyse that the sales person PS (Peter Shadow) has higher balances and JR (Julia Roberts) has comparatively lower balances.

Show the Chart in Role Centre

You can show the chart in your Role Centre as well.

Right-Click on the chart and click Customize. This will open the Generic Chart Customization page.

Here you can play around with various settings. Click Copy Chart action. Specify New Chart ID and New Chart Title fields and click Ok. You will get the following message.

But where has it copied to?

Click Departments/Administration/Application Setup/RoleTailored Client/Generic Charts to open Generic Charts and here you will find your chart saved.

So now you should be able to use that chart in any place you want to put it. Let’s say we would like to put the chart in a fact box beside the Customer List.

So, customize the Customer List page.

Choose FactBoxes, Add Chart Part, Customize Blank Chart and select the chart that you saved.

You can now see the chart besides your Customer List.

You can choose to have different chart types as well. Go ahead and give it a try.