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.

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.