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.

Enabling Outlook Add-in for NAV 2017

This article discusses the steps required to Enable Outlook Add-in for Microsoft Dynamics NAV 2017.

Prerequisites

To enabling Outlook Add-in, you must have:

Create User

In this example we are creating a user with SUPER permission and following credentials:

Username: DemoUser

Password: Pass@Word1

For more information, you can refer to the topic How to: Create Microsoft Dynamics NAV Users on MSDN.

Create a New Service Instance

We will create a new service instance for the user:

Server Instance: NAV2017

Ports: 6020,6021,6022 and 6023

For more information, you can refer to the topic How to: Create a Microsoft Dynamics NAV Server Instance on MSDN.

Update Service Tier

Update the Service Tier with the following information:

Credential Type: NavUserPassword

Certificate Thumbprint: <The SSL Certificate Thumbprint>

Update Configuration File for Windows Client

Edit the ClientUserSettings.config file, usually located at the following location:

C:\Users\<user name>\AppData\Roaming\Microsoft\Microsoft Dynamics NAV\100

Update the following parameter:

ClientServicesCredentialType : NavUserPassword

Update Configuration File for Web Client

Edit the web.config file, usually located at the following location:

C:\inetpub\wwwroot\DynamicsNAV100

Update the following parameters:

ServerInstance : NAV2017 (check the settings above)

ClientServicesCredentialType : NavUserPassword

ClientServicesPort : 6021 (check the settings above)

Add Certificate to Web Client

Open the inetmgr command.

This will open the Internet Information Services (IIS) Manager. Do the following:

  • Select Microsoft Dynamics NAV 2017 Web Client.
  • Click Bindings action.
  • On the Site Bindings window click Add.
  • On the Add Site Bindings window, select Type : https and select the SSL Certificate from the drop down menu.
  • Click Ok.

Update Service Tier With URLs

Edit the following parameters in the new Service Tier (NAV2017):

Web Client Base URL : https://<Certificate Name>:443/DynamicsNAV100/WebClient/


SOAP Base URL : https://<Certificate Name>:6022/DynamicsNav/WS/


ODATA Base URL : https://<Certificate Name>:6023/DynamicsNav/OData/

NOTE: Replace the <Certificate Name> with the name of the certificate and also confirm the Port number as per your settings. Enable SSL for SOAP and ODATA. Restart the Service.

Assisted Setup: Set up Outlook for Financials

Open Microsoft Dynamics NAV using the user credentials created earlier.

Open Assisted Setup page (Departments/Administration/Application Setup/General/Assisted Setup) and start Set up Outlook for Financials.

Follow the instructions in the wizard:

The status should change to Completed.

Check your Outlook Client

Open your Outlook client. On the ribbon two new Add-Ins are introduced under Home tab:

You can add Contacts to NAV from Outlook:

You can have Existing NAV contact insight from within Outlook:

You can create new documents from Outlook, such as Sales Quote, Sales Invoice, etc.

Enjoy working with Outlook for Financials πŸ™‚

NAV Keyboard Shortcuts

In this article I have visually listed out the shortcut keys that might be useful for your day to day working with Microsoft Dynamics NAV. The screenshots depicted here are from Microsoft Dynamics NAV 2017.

Although you can refer to MSDN for an overview of RTC Keyboard Shortcuts and Development Environment Keyboard Shortcuts.

Shortcuts on List Page

Shortcuts on Card Page

Download images here:

Download the Printable List:

PayPal Payments in Microsoft Dynamics NAV 2017

Publish and Install Extension

First publish and install the PayPal Payments Standard Extension available in your Microsoft Dynamics NAV installation package.

Use the Microsoft Dynamics Nav 2017 Development Shell to run the commandlets.

Payment Services

Open the Payment Services and create a New payment service.

Most of the fields are populated with default values. Specify the Account ID and click Always Include on Documents. Finally Enable the payment service.

NOTE: If you have more than one PayPal account, for example with different currencies, you can create multiple payment Services.

Issue an Invoice with PayPal Reference

With the PayPal payment service setup, you can now include embedded reference to PayPal to all your invoices.

In this example, lets create a new sales invoice.

On the invoicing fast tab, you will see the PayPal Payments Standard appearing in the Payment Service field.

Now, Post and Send the Invoice.

The payment link will be available in different places, such as on:

  • Send e-Mail page
  • Outlook (in case you choose to edit the Email in outlook)
  • Attached or Printed PDF report

By clicking on the link, your customer can pay the invoice using PayPal.

Profiles in Microsoft Dynamics NAV 2017

There have been some changes and additions in the User Profiles in Microsoft Dynamics Nav 2017.

Check previous blog article for other Profiles available in NAV 2016.

BUSINESS MANAGER (9022)

Previously called SMALL BUSINESS (9022) in Nav 2016 and now BUSINESS MANAGER (9022) in NAV 2017

ACCOUNTANT (9027)

O365 SALES (9029)

SALES AND RELATIONSHIP MANAGER (9026)

SECURITY ADMINISTRATOR (9024)

TEAM MEMBER (9028)

Cortana Intelligence in NAV 2017

Cortana gathers and analyses data and uses pre-configured analysis tools, machine learning and big data storage.

Cortana can be used as a prediction tool for many areas of NAV, such as predicting future sales based on past sales of an item, cash flow based on payable and receivables, as well as predictions of what a customer might buy based on what similar customers have bought. This could be based on buying patterns, demographic, location etc.

It will also predict if a customer will respond to a marketing campaign based on whether they have followed through from emails and offers previously, combined with some demographic information.

In NAV 2017, you can choose to include Cortana Intelligence Capabilities, for example, in this case, as soon as I changed my User Personalization to ACCOUNTANT profile (new profile included in Nav 2017), the system asked me if I want to include Cortana Intelligence capabilities in the Cash Flow forecast?

Clicking on Yes, automatically opens up the Cash Flow Setup, where you can provide settings under Cortana Intelligence tab.

For more information, you can click on Open Cortana Intelligence
Gallery action, which will take you to Forecasting Model for Microsoft Dynamics 365 for Financials.

In Dynamics 365, Cortana intelligence is a subscription service. You can view and create models with a monthly subscription. When you’ve finalised setup of model you can deploy as a web service and you get an API key to connect NAV to your own online model.

With the direct marketing analysis, you can pass historical information that you know the answer to and ask it to analyse and compare to real results. For instance, this type of customer looked at this type of product, we then sent a follow up email, did they click through and visit the website? It also allows you to try different modelling methods to find the one that best suits your data to predict if it’s worth following up initial interest.

NAV User Groups and Permissions Provisioning

Working with User Groups

A User Group specifies a group that you have added permission sets and users to.

Create User Groups

Click Departments/Administration/IT
Administration/General/Users.

Click User Groups and create user groups as per your business requirement. For example, here we have created three groups, namely for Finance Administrator, Finance User and Finance Viewer.

Add Members to the User Groups

You can use the User by User Group window to assign or remove users to user groups. There is a matrix of User Group Vs User Name where we can select or remove Users to the User Group.

Permission Set by User Group

With Microsoft Dynamics NAV 2016, there is an easy way to assign or remove permissions. From the User Group window, select User Group Permission Sets and select the permissions you want to assign to all users of the group.

Export and Import User Group

You can set permissions up in a test. Once all setup and testing is complete, you can move them to the production environment using Export User Group and Import User Group.

If you are planning to create a new user Group that will be a subset or superset of any existing group, you can use Copy User Group.

The following picture shows the xml file that is generated when you export the user group, which contains the user group details and the permissions assigned to that group.

You can import it into your production environment and assign users in the group.

NOTE:

  • User Groups are stackable, so you can associate and disassociate them with a user to create the necessary permission structure.
  • Try to identify the base access requirements for users across all levels of your organization as a starting point. Having a “foundational” User Group will simplify your task tenfold by leaving only the areas that require some lock-down / control to manage.

Working with Permissions

Permission Recording

Let’s say you would like to give certain user access to post payables. Now, this was quiet complex in previous versions of NAV, because when you click on the “Post” button in NAV, a bunch of stuff happens in the background to make that document get posted, hitting all sorts of tables and code units. Typically, if you had no point of reference what permissions were involved in an action like posting, you’d have to trial-and-error your way through the endless error message pop-ups which was both tedious and inefficient.

Microsoft Dynamics NAV 2016 has its own version of a database profiler – a little script that lurks in the background and watches what you do temporarily, making note of all the tables and areas of NAV that you’re touching. This means that you can click the “Start” button, go post an invoice, press “Stop” and then confirm the prompt asking to add the recorder permissions. The routine adds in all the relevant recorder permissions.

Example:

  1. Click Departments/Administration/IT Administration/General/Permission Sets.
  2. Create a new permission set POSTING for posting invoice.
  3. Click Permissions.

  1. Click Start on the Permissions window and confirm the prompt that appears.

  1. Post a Sales Order (ship and invoice).
  2. Come back to the Permissions window and click Stop. You will notice that all the relevant permissions are added automatically.

Relate Permissions

Apart from recording the permissions, you can also have Microsoft Dynamics NAV automatically figure out what related tables you’d need READ access to.

For example, you might have someone who has the ability to read, create, modify, and delete customers, but you realize that there might be related tables that a customer-manager might need to be able to read and have access to. All you need to do is highlight that permission line and click on the “Add Read Permission to Related Tables” button.

Upon doing that you instantly see the application populate the page with the most common base NAV tables that relate to it, adding in the READ permission.

Include or Exclude Permission Sets

On the Permissions window you can use the Include/Exclude Permission Set action to point Microsoft Dynamics NAV to another Permission Set and tell it to either include all the permissions from that Set or Exclude all the permissions from that set.

NOTE:

Provisioning smaller, discrete tasks as Permission Sets, such as “Posting Purchase Invoice” or “Deleting a Customer”, etc. might take some time to configure, however it will ultimately maximize visibility and ease of provisioning permissions in Microsoft Dynamics NAV. It will pay off in the long run and will also be an easy way to demonstrate to your auditors (internal or otherwise) what application controls you have set up in your system.

Show All Permissions

On the Permissions window, click on the little drop-down besides Show field, to not only see the permissions in the current set you’re editing, but also see them all. This will enable you to provision them for the set you’re working on accordingly.

One very relevant use case would be for a client who might want to restrict Page access (maybe they want to lock down access to the Chart of Accounts). As such, you would simply remove the “All Pages” allowance in the BASIC Permission Set and then just pull in all the other pages fast and quickly using this drop-down.

NOTE: If read access to data is not a concern in your organization, consider provisioning the “SUPER (READER)” permission set to mitigate any of the nuisance “Read” permission errors. Then you need only control permissions on Insert, Modify, and Delete, infinitely simplifying your task.

Electronic Fund Transfer (EFT)

You can pay vendors using the Electronic Funds Transfer (EFT) system in Australia.

You can export EFT files from Microsoft Dynamics NAV that you can upload to your bank’s website for additional processing.

The following picture gives you an overview of the process:

To submit EFT files, you must set up the following information:

  • You must add EFT information to the bank account or bank accounts that you will use to pay vendors electronically. The EFT-specific fields are on the Transfer Fast Tab in the Bank Account Card window.

  • For those vendors that you want to pay electronically, you must select the EFT Payment field and specify the vendor bank account in the EFT Bank Account No. field in the Vendor Card window.

  • When you have set up bank accounts and vendors, you can create EFT file that are based on entries in the Payment Journal.
  • When you create an EFT file, an entry is made in the EFT Register table. In the EFT Register window, you can drill down to see the vendor ledger entries for the EFT file.
  • In the Payment Journal window, you can also import existing EFT register entries to the payment journal by using the From EFT Journal batch job.

Australian Addresses and Use of DPID and AMAS

In Australia, a single postal code can include multiple cities in the same region. At the same time, cities with the same name are sometimes located in different states.

For example, Australian postal code 4069 covers the cities of Chapel Hill and Kenmore in the state of Queensland. However, there is also a city named Chapel Hill in the state of South Australia, located in postal code 5153.

To avoid confusion and improve address accuracy, available options display when you enter data in address fields. For example, when you enter a postal code on a customer card, you can select from a list of all available cities for that postal code in the City field drop-down list.

Likewise, when you enter a city name, you can select from a list of all available states in the State field drop-down list.

You can download a copy of the Australian postal codes from the Australian Post Office website.

Delivery Point Identifier

To increase postal efficiency in Australia, the postal department has introduced an address bar coding system in which every address is assigned a unique identifier called a Delivery Point Identifier (DPID).

From the DPID, a bar code is generated and printed for each address. Companies can receive discounts on bulk mailings if they use these bar codes!

Barcode Checking Batch Job

In Microsoft Dynamics NAV, you can run the Barcode Checking report to which shows the addresses that are associated with the bar codes that need to be verified.

Address Matching Approval System

To retrieve a DPID, you must connect to the local postal database that uses authorized Address Matching Approval System (AMAS) software. You can reduce your number of postal returns by validating customer addresses using the AMAS database.

When you print an address that has a DPID, a bar code will be printed together with the address. If you cannot print bar codes, the DPID will be printed together with the address.

General Ledger Setup

In Microsoft Dynamics NAV, there is AMAS Software field available. A Code unit can be developed in Microsoft Dynamics NAV to validate an address against the Post Office database.