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2 Dynamics GP Excel Paste Installation and deployment guide 2

3 DISCLAIMER STATEMENT All the information presented in this document is the sole intellectual property of Dynamics Innovations IT Solutions. Copying, reproducing, distributing or disclosing any information herein to any party other than the intended recipients noted is strictly prohibited. While extra caution has been practiced while writing this document, Dynamics Innovations accepts no liability for the consequences of any actions taken on the basis of the information provided herein. All official product or corporate names that are listed in this document are trademarks or registered trademarks of other companies, and are used for referential purposes without any intent to infringe on copyrights. 3

4 Contents Introduction... 5 What is Excel Paste?... 5 Technology Used... 5 What s in this manual?... 6 How to buy?... 6 Installation Overview: Install and deploy Excel Paste: Setup Excel Paste Excel Paste Advanced Mode How will that affect Dynamics GP? Additional Features Uninstall How to get support?

5 Introduction Business accounting practices have come a long way, thanks to technology. So have spreadsheets, the stalwart finance-tracking and analysis tool of the modern era, normally accounting profession is linked to the Microsoft Excel due to the flexibility introduced and the application usability. Moving ahead from this point, DI has started the development of the Excel Paste utility, which is a data integration tool for Microsoft Dynamics GP adding flexibility for users to ease the process of data entry and simplify the Dynamics GP interfaces by enhancing the integration with Microsoft Office. The goal of this tool is to introduce a new method of data integration for end users seeking to add a new level of data entry usability to MS Dynamics GP. What is Excel Paste? Initially, Dynamics GP community leaders requested to add a feature for GL Transaction Entry to be able to paste data from Microsoft Excel, it was requested from Microsoft to be considered in future releases where DI team decided to proceed with the development and covered this section. It was started with GL Transaction Entry and published for all users with no charge, and moved with thinking to have the ability to define how the paste will work, therefore we have developed this tool. The add-on is basically works on background of user s machines; the admin will setup the mapping once for end users or will select one of the default mappings delivered with the utility and the end user will be ready to go and copy data from excel and just paste it inside Dynamics GP. Technology Used We have used Visual Studio.Net and Dynamics GP Toolkit to develop the product, we are simply reading and compiling the copied data and using Continuum API to fill the fields. Our existing frameworks that reflected the Dynamics DLL made our life s easier, we have just placed our ready components to select forms, windows and fields dynamically without the need to have these written somewhere. 5

6 What s in this manual? This manual is designed to help you set up Excel Paste for your database. All features described in the documentation are optional and can be purchased The manual is divided into the following parts: Part 1, Installation and Deployment overview, contains information to help you installing Excel Paste Tool. Part 2, Setup overview, contains information to help you start setting up Excel Paste Tool. How to buy? You can purchase the product by following the steps below: 1. Go to 2. Click on Buy Now. 3. Fill your information in the below fields: Please notice the warning about Site Name of your registration keys, as this will be used when generating your key. 4. Once finalizing validating your data, you need to click on Process to be redirected either to PayPal or to 2Checkout to proceed with the order: 6

7 5. If you have PayPal account, you will just need to login, otherwise you can simply click on the second link and fill in your credit card information: 6. Validate your information and then click on Pay Now : 7

8 7. You will be getting the confirmation page below and then you will be redirected automatically to Dynamics Innovations site to complete the registration, you must not close the browser at this point and proceed with working on Dynamics Innovations website to activate your registration: 8. Once redirecting back to Dynamics Innovations site, you will be getting the below page: 8

9 9. You will need to click on Proceed with Registration to activate your keys, and you will be ready to go: 10. Once you finalize website operations, you will still have a small step to follow in your Dynamics GP: The tools is fully functional on Fabrikam, you can setup your tasks and be able to use it in all application forms, however to be able to use this for your company, you will need to purchase the product from as you did the previous steps and specify the Site Name of your registration keys to get activated, then you will need to follow steps below to start using the product: 9

10 1. Go to Tools>> Setup>> Company >> Company and locate Excel Paste Registration link under Additional menu: 2. A new form will be shown with a single button that connects to vendor website and load your registration keys, keep in mind that this requires and active internet connection: 3. Once clicking on the Register Product Now you will be ready to start using the product, note that this will connect to SQL database at our host, therefore you must need to have port 1433 accessible for outbound traffic. 10

11 Installation Overview: This part of the documentation contains information regarding the implementation and installation of Excel Paste tool. Use this information to help start using the utility. Install and deploy Excel Paste: In order to simply installing Excel Paste, Add-ins methodology was used, installation can be completed by following the below steps: Copy the two files from the sent package, which are GPExcelPaste.dll and Interop.Dynamics.Dll and paste it into MS Dynamics GP AddIns folder, usually can be found at the following path: "C:\Program Files\Microsoft Dynamics\GP2010\AddIns". Note: This applies for all server/s and clients machines. Setup Excel Paste 1. Screen Overview: As a first step, you need to know the main form of Excel Paste Setup: Go To "MS Dynamics GP -> Tools -> Setup -> Company -> Company. In the Menu Bar -> Additional -> DI - Excel Paste Setup: Excel Paste task screen will appear as follows: 11

12 Fields Details : Field Name Task ID Task Description Product ID Form Name Shortcut Key Screen Name Windows Type Filed Function Description Enter Task ID Enter Task Description The tool supports all Dynamics GP Products not only core application functionalities, this feature was introduced in V.3.0, therefore you will need which product do you need to setup the paste for, for example to setup Fixed Assets General you will need to select Fixed Assets Select the form name which to apply excel paste on. By default forms technical name will appear. This is the character that will be used as a shortcut with the CTRL key, for example to allow the paste to be CTRL + F just select F from the list. Select the window that will be used for paste operation, since each GP form contains one or more windows. Select the window type to be either Scrolling Window where the paste operation uses Scroll Next command to save line data or Normal Window where you will need to use Save 12

13 Save Button Name Field Name Column Index Row ID Special SQL Command Prior the Paste Operation Button which will be selected next to save form data. Select which button in the window that used to Save Form Data each form contains one button only to save data but this was added to increase the tool dynamicity. Specify the field that will be filled by the paste operation. Specify the column index in excel that will be used to fill the selected field, it is highly recommended to not miss the sequence to avoid any issues during the paste operation. This field is auto generated by the system to identify the record selected, end user will have no use of this but it was shown to make sure that user selected the correct line from the grid below. In some cases you might need to perform special operation before doing the paste, if you have any SQL Command need to execute before running the paste, please type it in this field, keep in mind that you can use your paste data as parameters for the command, for example if you need to pass the account number in in the above example you just need to add the where statement + the index of the field name, it has to look like the below: WHERE AccountNumber Buttons: Button Name Save Clear Delete Download Templates Add Line Delete Line Delete All Lines The tool will replace with Account Number value from your paste data, please fulfill SQL commands requirements will filling this field, like if you need to use single quotation ( ) you will have to type three quotations like ). Filed Function Description Save form data and clear form. Clear form. Delete selected task. An option to download readymade templates. Add selected line to the paste workflow (This will automatically save the header). Delete selected line. Delete all task lines. Note: predefined list of tasks has been prepared by Dynamics Innovations in all versions that contain most of the application tasks. 13

14 2. Form Name Field: Upon clicking on the form lookup, the system will open all screens available in Dynamics.DIC this is expected to be enough to cover all needs for the time being and we will be happy to include any more dictionaries like Manufacturing or Analytical Accounting upon request, keeping in mind that you can only create one task for each form: Fields were not statically written; instead there were loaded dynamically from the Dynamics dictionaries so there will be no possibility of a forgotten form by mistake or incorrectly written form. Form was enhanced with search functionality as there are many forms loaded and was enhanced to read data from the data tables using.net filtering algorithms so 10,000 rows will be filtered in less than a second. Once you select one of the forms, the system will automatically fill all windows inside the form and will wait for you to select a window. 3. Window Name Field (Screen Name): Once selecting the form, you will have the drop down list that holds the windows filled with only windows exists in the selected form, and selecting the window will automatically fill Fields in the fields drop down list and will fill Save Button drop down list. 14

15 4. Field Name: This is the main component of the workflow; you will need now to start addressing your fields one by one to process, keep in mind that the system will let you know if you have selected a field twice: 5. Delete Line: You need to be careful when deleting one of the lines, to avoid disturbing the sequence of columns, make sure that you do not keep gaps between numbers and it is highly recommended to include all columns even if it meant to be ignored. 6. Download Templates: To make it easier for you, you are not required to setup your screens anymore, you can simple download readymade templates and just do your customizations to fit your needs, click on Download Templates button to get the below screen: 15

16 Records in red color are already added to your setup, if you selected to download the default template it will replace your customizations, but you will be prompt by a message box to confirm if you would like to replace. 7. When my work will take effect? Modifications on any existing task will affect Dynamics GP directly with no delays, however newly added tasks will not be added to the forms before restarting Dynamics GP. 16

17 Excel Paste Advanced Mode Sometimes you might need to go beyond the normal excel paste and wish if there is a possibility to paste into multiple windows and with following the methodology of Dynamics GP, like doing the paste operation for multiple GL Vouchers and each voucher contains multiple lines. Such a request is widely needed and requested from many customers, therefore we have developed the advanced mode that is totally different than what we have seen in the normal excel paste. As we did in the simple mode, you need to know the main form of Advanced Excel Paste Setup: Go To "MS Dynamics GP -> Setup -> Tools -> System-> Company -> Company. In the Menu Bar -> Additional -> Excel Paste Setup: Excel Paste task screen will appear as follows: 17

18 Fields Details : Field Name Task ID Task Description Product ID Form Name Shortcut Key Header Window Name Header Save Button Name Field Window Name Filed Function Description Enter Task ID Enter Task Description The tool supports all Dynamics GP Products not only core application functionalities, this feature was introduced in V.3.0, therefore you will need which product do you need to setup the paste for, for example to setup Fixed Assets General you will need to select Fixed Assets Select the form name which to apply excel paste on. By default forms technical name will appear. This is the character that will be used as a shortcut with the CTRL key, for example to allow the paste to be CTRL + F just select F from the list. Select the window that will be used for paste operation, since each GP form contains one or more windows. Select which button in the window that used to Save Form Data each form contains one button only to save data but this was added to increase the tool dynamicity as sometimes it is Save Button and sometimes it is Insert or OK. Select the window that will be used for paste operation, since each GP form contains one or more windows, this window name will be linked to the field at the details level and 18

19 Windows Type Save Button Name Field Name Detail Level Column Index Row ID Special SQL Command Prior the Paste Operation therefore you can create a task of paste that goes to multiple windows normally not more that two. Select the window type to be either Scrolling Window where the paste operation uses Scroll Next command to save line data or Normal Window where you will need to use Save Button which will be selected next to save form data. Select which button in the window that used to Save Lines Data, if you are using two windows to paste your data and both windows are not scrolling windows; here you need to specify what will be the Save Button that saves the line. Specify the field that will be filled by the paste operation. Current version contains two levels of paste operations, the first one will paste header information and the second one will paste details, for example the Journal Entry Number for GL Transaction Entry paste will take Header and Account Number will take details. Sometime you might need a header field to work after finalizing the details, like pressing the OK button after filling the PM Distribution Information of the PM Transaction Entry task, therefore we have added a third type of level called Post Details. Specify the column index in excel that will be used to fill the selected field, it is highly recommended to not miss the sequence to avoid any issues during the paste operation. This field is auto generated by the system to identify the record selected, end user will have no use of this but it was shown to make sure that user selected the correct line from the grid below. In some cases you might need to perform special operation before doing the paste, if you have any SQL Command need to execute before running the paste, please type it in this field, keep in mind that you can use your paste data as parameters for the command, for example if you need to pass the Journal Entry Number in in the above example you just need to add the where statement + the index of the field name, it has to look like this: WHERE JRNENTRY The tool will replace with Journal Entry Number value from your paste data, please fulfill SQL commands requirements will filling this field, like if you need to use single quotation ( ) you will have to type three quotations like ). You can use this to delete existing lines from the journal before doing the paste. 19

20 Buttons: Button Name Save Clear Delete Download Templates Save Grid Modifications Add Line Delete Line Delete All Lines Filed Function Description Save form data and clear form. Clear form. Delete selected task. An option to download readymade templates. You can modify the grid data and click this button to save your changes, or even better you can paste the setup directly to the grid and press this button to update the task. Add selected line to the paste workflow (This will automatically save the header). Delete selected line. Delete all task lines. Note: predefined list of tasks has been prepared by Dynamics Innovations in all versions that contain most of the application tasks. 20

21 How will that affect Dynamics GP? Registering the paste event: When logging to Dynamics GP, the tool will automatically search setups and will register events on forms that have been defined, the event will be added to the form menu in the Additional section. Data Validation: First thing will be validated is the number of columns selected, if you have copied columns less than the number of columns defined in the system, a message will notify the user to recheck the copied data and fix showing what columns should be included during the Copy : Inconsistent Data Validation: Before pasting the data to the form, please validate the below: 1. Make sure that your data is consistent with Dynamics GP fields, as the tool does not actually validate the data you copied. 2. We highly recommend that you first copy one row and check to make sure that no errors occurs then you paste the remaining rows. 21

22 3. If you have big number of records to be imported, divide the paste on multiple pastes to avoid any issues keeping in mind that the tool does not stop the paste operation if error has occurred and will keep pasting rows which will be a nightmare for users with a big number of rows with errors! 4. Avoid using commas for numbers like credit and debit and avoid using currency symbol. Additional Features 1. Copy Columns: Each time you setup a form for paste operation, a new menu will be added to remind you what fields are required to paste, using this feature end user will not be required to check the setup each time they need to paste, they just click on this menu and the excel columns will be copied to the clipboard: You just need to go and paste copied columns to excel and proceed in the excel preparation to be ready for the GP Paste: 2. Copy / Paste Setup As many of end users will not have different needs away from the standards, we have published templates to paste into Dynamics GP screens using the default fields usually used and the used 22

23 user will be free to customize the templates to fit their business needs, these template could be simply copied from excel and paste into the grid of both normal and advanced setup forms: 3. Alternative methods to modify your data Let s say that you have setup your workflow and found that one of the fields is missing where it has to be placed between the lines, this might be a nightmare if you have a big number of lines and your Excel column index will be missed up. We have added an alternative to help in such a situation, you are now able to move records up and down using the arrows on the screen and will be able to modify anything on the grid like the Excel Index easily. A simple Save Grid Modifications click will save your changes and update your database. 4. Updatable Templates We are getting requests every day to include new screens and cover new templates, each created template will be published online for sharing and users can benefit from downloading updated templates by a simple download screen. 23

24 Uninstall If you would like to uninstall the product, you will have the following options: 1. Remove the product from the Machine and keep the Server objects: If you are removing the tool from one machine only and would like to keep the setup, just go to your AddIns folder and delete the GPExcelPaste.dll and Interop.Dynamics.dll files, you will be no longer running the tool. 2. Remove the product from the Machine and from the Server : If you are removing the tool completely from the client machines and servers and no longer interested to keep existing configurations, follow steps below: a. You will need to go to your AddIns folder and delete both GPExcelPaste.dll and Interop.Dynamics.dll files. b. Go to your server machine and open SQL Server Management Studio, locate and delete the following objects from DYNAMICS database: i. Tables: 1. DI_AdvancedExcelPasteDetails 2. DI_AdvancedExcelPasteHeader 3. DI_ExcelPasteConfiguration 4. DI_ExcelPasteDetails 5. DI_ExcelPasteHeader 6. DI_ExcelPasteProducts ii. Views: 1. DI_AdvancedExcelPaste 2. DI_ExcelPaste That s all, this will make sure that the product was never added to your environment and will roll back your database. How to get support? Our call center is available Saturday Thursday from 9:00 AM till 6:00 PM Amman Jordan time (GMT + 3) through support phone / or helpdesk support mail mbsquery@di.jo 24