CHAPTER 5: ANALYZE MICROSOFT DYNAMICS NAV DATA IN MICROSOFT OFFICE EXCEL 2007

Transcription

1 Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 CHAPTER 5: ANALYZE MICROSOFT DYNAMICS NAV DATA IN MICROSOFT OFFICE EXCEL 2007 Objectives Introduction The objectives are: Explain the process of exporting analysis views to Microsoft Office Excel 2007 and describe the elements of the exported file Describe how to work with analysis data that has been imported into Office Excel 2007 Connect a Microsoft Dynamics NAV database to Office Excel 2007 Microsoft Office Excel 2007 is an ideal partner client for Microsoft Dynamics NAV. There are numerous ways to export data from Microsoft Dynamics NAV to Excel 2007, including the following: Copy from Microsoft Dynamics NAV list views and paste to Excel 2007 worksheets. Export to Excel 2007 directly from such Microsoft Dynamics NAV feature areas as Account Schedules and Analysis Views. Connect from Excel 2007 to the Microsoft Dynamics NAV SQL Server database. There are many benefits to working with Microsoft Dynamics NAV data in Excel In particular, Excel 2007 is widely used, so it is simpler to share data with those outside your company, or even internal employees who do not work within the Microsoft Dynamics NAV environment. In addition, Excel 2007 enables users to quickly add formatting and design enhancements to Microsoft Dynamics NAV data. 5-1

2 Business Intelligence for Information Workers in Microsoft Dynamics NAV 2009 Export Analysis Views to Excel 2007 Like account schedules, an analysis view can be exported to Excel Exporting the analysis view enables you to distribute the dimension information to external parties who do not have access to Microsoft Dynamics NAV. You can also use Excel 2007's chart functions to display the analysis view graphically. Demonstration: Export an Analysis View to Excel 2007 Scenario: Phyllis, the accounting manager at CRONUS International Ltd., has been asked to provide the Revenue analysis view for the fourth quarter of She exports the analysis view to Excel 2007 using the following criteria: Show as Lines: G/L Account Show as Columns: Period Date Filter: 10/01/09..12/31/09 Show: Actual Amounts Show Amount Field: Amount View by: Month View as: Net Change The exported analysis view is used as an example to explain the worksheets. To export the Revenue analysis view, follow these steps: 1. In the navigation pane, click the Departments button. 2. Click Financial Management and then click General Ledger 3. On the General Ledger page, under Analysis & Reporting, click Analysis by Dimensions. 4. Click the Sales Revenue line. 5. On the Action Pane, click Edit Analysis View. 6. On the General FastTab, ensure that the Show as Lines field is set to G/L Account. 7. Ensure that the Show as Columns field is set to Period. 8. On the Filters FastTab, in the Date Filter field, type 10/01/09..12/31/ Expand the Options FastTab and ensure that the Show field is set to Actual Amounts and the Show Amount Field field is set to Amount. 10. On the Matrix Options FastTab, in the View by field, enter Month. 11. In the View as field, enter Net Change. 5-2

3 Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel On the Action Pane, click Show Matrix. 13. On the Related Information menu, point to Actions and then click Export to Excel. 14. In the information dialog box, click the proper server access to Excel 2007 option and click OK. During this process, Microsoft Dynamics NAV: Exports the information to a text file. Opens the text file in Excel Creates a pivot table based on the information in the text file. FIGURE 5.1 ANALYSIS VIEW IN EXCEL 2007 PIVOT TABLE 15. When you have finished looking at the pivot table that Excel 2007 has generated, save the file to your desktop as an Excel Workbook named Revenue Analysis. 5-3

4 Business Intelligence for Information Workers in Microsoft Dynamics NAV 2009 Analysis by Dimension Settings The number of entries and the information included in the text file created when you export to Excel 2007 depends on the settings in the Analysis by Dimensions page. The effect of these settings is shown in the following table. Field G/L Account Filter and Date Filter Budget Filter Dimension Filters Show Show Amount Field Closing Entries Rounding Factor Show Amounts in Add. Reporting Currency Setting Filters the number of entries exported based on Account No. or Posting Date. Filters the number of analysis view budget entries exported based on Budget No. Filters the number of entries exported based on the dimensions included in the analysis view. If Variance, Variance%, or Index% is selected, a warning is displayed since no entries will be exported. This is because these amount types are calculated in the page and not recorded on the analysis view entries. If Actual Amounts or Budgeted Amounts is selected, Microsoft Dynamics NAV always exports both. Microsoft Dynamics NAV exports Amount, Debit Amount, and Credit Amount for actual amounts and Amount for budgeted amounts, regardless of what is selected in this field. If Debit Amount or Credit Amount is selected for Budgeted Amounts, a warning is displayed. If Include is selected, entries on closing dates are included in the analysis by dimensions and therefore exported to Excel This field has no effect on the information exported to Excel To round and format the numerical information, do so in Excel If an additional reporting currency is set up, the amounts appearing as Amount, Debit Amount, Credit Amount, and Budgeted Amount in the Data Sheet are additional reporting currency amounts. If an additional reporting currency is not used, nothing is exported. 5-4

5 Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 Field Show Column Name Show Opposite Sign View as Setting If selected and a dimension code or G/L Account is selected in the Show as Lines field, the exported information includes the Name of the account or dimension value. If Period is selected in the Show as Lines field, only the date information is exported. If not selected, only the account No. or dimension value Code is exported. If selected, the amounts exported to the lines will have the opposite sign to the Amount field on the analysis view entries. The number of entries exported is also affected by whether Net Change or Balance to Date is selected as the amount type. If using Net Change, all entries within the date filter will be exported. If using Balance to Date, Microsoft Dynamics NAV ignores the starting date and exports all entries up to and including the ending date in the filter. NOTE: It may be helpful to know how many lines your version of Microsoft Excel can contain. Excel 2007 can contain 1,000,000 lines, but previous versions can contain a maximum of lines. If there is concern that the analysis view will exceed the maximum number of lines, use a date filter to limit the number of periods to display in Excel. Excel 2007 Workbook Overview The workbook in Excel 2007 contains three sheets, in reverse order of how they appear on the workbook: Data sheet General information sheet Pivot table sheet 5-5

6 Business Intelligence for Information Workers in Microsoft Dynamics NAV 2009 Data Sheet The data sheet can be separated into two main sections: The first section contains information from the analysis view entries and analysis view budget entries. The second section contains all the accounts, dimensions, and periods for which there is no data. If the second section were not included, the pivot table will only include accounts and dimension values with data. In the first section, each line in the sheet represents an analysis view entry or analysis view budget entry. Note that the settings in the Analysis by Dimensions page only affect the number of entries exported. For each entry exported, all data will be exported regardless of what was chosen as lines or columns. As a result, each line usually contains the information in the following table. Information G/L Account Level n Dimension Codes Description The G/L account for the line. To display the account hierarchy of Begin-Total and End-Total accounts in the pivot table, Microsoft Dynamics NAV must use the grouping functions in Excel Microsoft Dynamics NAV uses the Indentation field of a Posting account to fill in the Begin-Total account structure it belongs to. If there is no hierarchy within the chart of accounts, the entries are displayed with G/L Account Level 0 only. For example, Account 6120 is included in the range beginning with account Therefore, all data related to account 6120 is rolled up to account 6105, and all data related to 6105 is rolled up to account G/L Account Level 0: 6100 G/L Account Level 1: 6105 G/L Account Level 2: 6120 Dimension values can also be hierarchical. The same principles for hierarchical G/L accounts apply to hierarchical dimension values. If there is no hierarchy within the dimension values, the entries are displayed with Dimension Code Level 0 only. 5-6

7 Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 Information Dates Amounts Description Each Excel 2007 line has the period information calculated based on the Posting Date for the analysis view entry or analysis view budget entry. The periods include Day, Week, Month, Quarter, Year, and Accounting Period. If the analysis view entries have been compressed by a period greater than a day, the date calculated for the Day period is the starting date of the compressed period; it is not the Posting Date of the underlying G/L transaction. This is the same as when viewing analysis view entries in the Analysis by Dimensions page. The amounts displayed are based on the entry types: If the Excel 2007 line relates to an analysis view entry, the line contains the Amount, Debit Amount, and Credit Amount from the entry. If the Excel 2007 line relates to an analysis view budget entry, the line contains the Budgeted Amount (Amount field) from the entry. The second section of the data sheet contains all the G/L accounts, dimension values, and periods with no entries. The exception is the Day period. Regardless of the compression of the analysis view, the data sheet will only include days with data. This is to limit the number of lines created in the Excel 2007 sheet. General Information Sheet Microsoft Dynamics NAV records the settings from the Analysis View Card and the Analysis by Dimensions pages at the time the analysis view was exported. NOTE: This information is only at the time of export and is not updated for changes in the pivot table or changes to Microsoft Dynamics NAV. The sheet displays the contents of the following fields on the Analysis View Card page: Analysis View Code Analysis View Name G/L Account Filter Date Compression Starting Date Last Date Updated 5-7

8 Business Intelligence for Information Workers in Microsoft Dynamics NAV 2009 The sheet displays the contents of the following fields on the Analysis by Dimensions page: Date Filter G/L Account Filter Budget Filter Dimension Filters Closing Entries Show Opposite Sign View as If any of the filters are empty, they are not displayed on the general information sheet. Pivot Table Sheet Microsoft Dynamics NAV creates pivot fields based on each column of data exported to the data sheet and forms the pivot table from the pivot fields. The fields in the Analysis by Dimensions page determine which pivot fields to use as rows and columns in the pivot table. Field Show as Lines Show as Columns Setting The content of this field determines which pivot field is used as rows in the pivot table. In this demonstration, the Show as Lines field contained G/L Account, so the lowest G/L Account Level pivot field has been used to make the rows in the pivot table. The content of this field determines which pivot field is used as columns in the pivot table. In this demonstration, the Show as Lines field contained Periods. The View by field is set to Month, so the Month pivot field has been used to make columns in the pivot table. To determine the data pivot fields to display in the pivot table, Microsoft Dynamics NAV uses the Show and Show Amount Field fields. The actual Amount, Debit Amount, Credit Amount, or budgeted Amount can be displayed. NOTE: Only Actual Amounts and Budgeted Amounts can be shown in the pivot table. This is because the other amount types are not stored on the analysis view entries and are not exported. However, calculated fields can be created in the pivot table to represent Variance, Variance%, and Index% amounts. 5-8

9 Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 Benefits of the Pivot Table Pivot tables help to manipulate data quickly within Excel You can change the rows, columns, and data displayed in the pivot table in the layout fields. However, if formatting data in Excel 2007, you may not be able to keep the changes. You may, therefore, want to change the layout in the Analysis by Dimensions page and re-export the information. In addition to how quickly data can be manipulated in Excel 2007, the pivot table also includes the following benefits: Viewing more than one type of amount. For example, you can include both actual and budgeted amounts in the pivot table. Showing more than one pivot field for each column or row. For example, the field can show all the G/L Account levels for each row or each AREA by Month in each column. Creating calculated pivot fields to compare actual to budgeted amounts. Exported data is not limited to the pivot fields created by Microsoft Dynamics NAV. Creating a chart linked to the pivot table using a wizard in Excel 2007, allowing the graphical display of dimension analysis. The pivot table automatically updates changes made to the chart layout. NOTE: For more information about how to use data exported from Microsoft Dynamics NAV to Excel 2007, refer to the technical white paper, Analyzing Dimension Data Using Pivot Tables. Limitations to Data Displayed in Pivot Tables When you are exporting and displaying information in an Excel 2007 pivot table, there are a few limitations in: Totaling accounts and dimensions Begin-Total and End-Total accounts and dimensions Sorting account numbers and numerical dimension values Exporting Balance at Date amounts Totaling Accounts and Dimensions Totaling accounts do not have any posted entries and will never be included in the exported accounts. If implementing a hierarchical chart of accounts using Totaling accounts instead of Begin-Total and End-Total accounts, you can only export posting accounts. The same limitation applies with the Totaling dimension values. 5-9

10 Business Intelligence for Information Workers in Microsoft Dynamics NAV 2009 Begin-Total and End-Total Accounts and Dimensions If a hierarchical chart of accounts that uses Begin-Total and End-Total accounts is exported, show all the G/L Account Level pivot fields to view the entire chart of accounts in the pivot table. Only the Begin-Total accounts are exported; the End-Total account information is included in the pivot table as a subtotal of the Posting accounts assigned to the Begin-Total Account. The pivot table line for the End-Total information has a description including the Begin-Total Account No. and Total. The same rules apply with Begin-Total and End-Total dimension values. Sorting Account Numbers and Numerical Dimension Values Account numbers that are numeric are always sorted as numbers in Excel When a chart of accounts with account numbers of different lengths is exported, the sorting may be incorrect if you are using Microsoft SQL Server or changing the account numbers in Microsoft Dynamics NAV Server to have text sorting. To achieve the correct text sorting in these situations, export both the account number and name by selecting the Show Column Name check box in the Analysis by Dimensions page. Exporting Balance at Date Amounts If you are exporting an analysis with the View as field set to Balance at Date, a starting date in the Date Filter field will be ignored. All analysis view entries prior to the ending date in the filter will be exported to Excel 2007 so the correct running balance can be displayed in the pivot table. Hide any balance to date periods in the pivot table as needed. In addition, if the ending date in the filter is after the date of the last analysis view entry, the pivot table will not include the periods with no data. This is to reduce the amount of entries exported to Excel

11 Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 Lab Export an Analysis View to Excel 2007 The purpose of this lab is to reinforce your understanding of how to export an analysis view to Excel Scenario The accounting manager has asked you to create some financial analyses that can be used for a presentation. The analyses must be easily made into graphs and include the company's dimension information. All dimension information must include the name of the dimension so that the board members can understand the analyses. You are responsible for the following expense analyses: Monthly actual expenses for all departments for the 2009 financial year. Monthly budgeted expenses for all departments for the 2009 financial year. Save the exported files as Excel Workbooks to your desktop with the following names: 2009 Actual Expenses by Department 2009 Budgeted Expenses by Department NOTE: Because this analysis view is set up to compress data monthly, enter the data filter after the View by option is selected. Challenge Yourself! 1. Create two analyses for the presentation based on the criteria in the scenario. 2. Export each analysis to Excel 2007 and save as specified in the scenario. Need a Little Help? 1. Open the Analysis by Dimensions page. 2. Set up the header as specified in the scenario for the first analysis. 3. Export the file to Excel Save the file as specified in the scenario and close Excel In the Analysis by Dimensions page, set up the header as specified in the scenario for the second analysis. 6. Export the file to Excel Save the file as specified in the scenario and close Excel

12 Business Intelligence for Information Workers in Microsoft Dynamics NAV 2009 Step by Step To create the monthly actual expenses for all departments for the 2009 financial year, follow these steps: 1. In the navigation pane, click the Departments button. 2. Click Financial Management and then click General Ledger 3. On the General Ledger page, under Analysis & Reporting, click Analysis by Dimensions. 4. Click the Departmental Expenses line and then click Edit Analysis View. 5. On the General FastTab, ensure that the Show as Lines field is set to G/L Account. 6. In the Show as Columns field, enter Department. 7. In the G/L Account Filter field, type On the Options FastTab, ensure that the Show field is set to Actual Amounts and the Show Amount Field field is set to Amount. 9. Select the Show Column Name check box. 10. On the Matrix Options FastTab, in the View by field, enter Month. 11. In the View as field, enter Net Change. 12. On the Filters FastTab, in the Date Filter field, type 01/01/09..12/31/ On the Action Pane, click Show Matrix. 14. On the Related Information menu, point to Actions and then click Export to Excel. 15. In the information dialog box, click the proper server access to Excel option and click OK. 16. Review the exported file. 17. Click the Office Button and then click Save As. 18. In the Save in field, select Desktop. 19. In the Save as type field, select Excel Workbook. 20. In the File Name field, type 2009 Actual Expenses by Department. 21. Click Save. 22. Close Excel Close the Analysis by Dimensions Matrix page. To create the monthly budgeted expenses for all departments for the 2009 financial year, follow these steps: 1. On the Analysis by Dimensions page for the DEPTEXP analysis view, ensure that the Date Filter field is set to 01/01/09..12/31/ In the Budget Filter field, enter On the Options FastTab, enter Budgeted Amounts in the Show field. 5-12

13 Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel Ensure that Show Amount Field is set to Amount, and that the Show Column Name check box is selected. 5. On the Matrix Options FastTab, ensure that the View by field is set to Month, and the View as field is set to Net Change. 6. On the Action Pane, click Show Matrix. 7. On the Related Information menu, point to Actions, and then click Export to Excel. 8. In the information dialog box, click the proper server access to Excel option and click OK. 9. Review the exported file. 10. Click the Office Button and then click Save As. 11. In the Save in field, select Desktop. 12. In the Save as type field, select Excel Workbook. 13. In the File Name field, type 2009 Budgeted Expenses by Department. 14. Click Save. 15. Close Excel

14 Business Intelligence for Information Workers in Microsoft Dynamics NAV 2009 Work with Data in Excel 2007 Once you have your data in Excel 2007, you can work with Excel 2007 formatting features to create robust views. Among other things, you can: Add and remove fields from the pivot table. Rename columns. Add columns from other spreadsheets. Format columns and row headings or values to make important information, such as totals, stand out and to enhance the appearance of your data. Add charts or graphics to your worksheets. The following demonstration shows how to change some of your pivot table fields and how to add a chart. Demonstration: Rename a Column and Add Bold Effects Scenario: After Phyllis exported the Sales Revenue analysis to Excel 2007, she decides to change a column heading to Revenue and add some bold effects to the report. To change a column label in a pivot table, perform these steps: 1. Open the Revenue Analysis spreadsheet in Excel The first column in the pivot table is called G/L Account Level Click the Data_REVENUE tab at the bottom of the spreadsheet. All of the data you exported is contained here. 3. Click the G/L Account Level 2 column heading and type Revenue. 4. Click the Pivot Table_REVENUE tab at the bottom of the spreadsheet. The pivot table is unchanged. 5. Click the Data tab at the top of the spreadsheet, and then in the Connections group, click Refresh All. All of the account data disappears from the pivot table. 6. In the Pivot Table Field List pane, locate Revenue. 7. Select the Revenue check box; the accounts are once again listed in the pivot table. To make column headings and totals bold, perform these steps: 1. With the pivot table selected, click the Design tab. 2. In the PivotTable Styles group, click Pivot Style Light 3; column headings and the Grand Total line are bolded. 5-14

15 Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 Demonstration: Add a Pie Chart A number of different chart types can be automatically generated for your pivot table data. For this data, column, line, and bar charts are cluttered and confusing, because much of the revenue information included is in negative amounts. Therefore, a pie chart is the best option. Scenario: As a final step, Phyllis adds a pie chart to her Sales Revenue analysis to show revenue and totals. To add a pie chart to the Revenue Analysis spreadsheet, follow these steps: 1. Make sure the pivot table is selected. 2. Click the Insert tab, and then in the Charts group, click Pie. 3. Select the type of Pie Chart. 4. An empty pie chart for 9/1/2009 is displayed on top of the pivot table. In the PivotChart Filter Pane, click the drop-down arrow under Legend Fields (Series) and clear the 9/1/2009 check box. Click OK. 5. Close the PivotChart Filter Pane. 6. In the Pivot Table Field List, clear the Month check box. Now, the Revenue and Total fields are displayed for October, November, and December in the pivot table. 7. Move the pie chart on the spreadsheet and change the table formatting and chart as you wish. 5-15

16 Business Intelligence for Information Workers in Microsoft Dynamics NAV 2009 Lab Review Exported Analysis Views Side-by-Side The purpose of this lab is to reinforce your understanding of how to review exported analysis views side-by-side. Scenario In the previous lab, you exported two Analysis Views to Excel 2007: Actual operating expenses for 2009 by Department Budgeted operating expenses for 2009 by Department This information is significant, but what you really need is to evaluate the actual costs for each department against the budgeted costs to evaluate how well you planned and to make budget decisions for the next year. Therefore, you combine data from the two spreadsheets and add a chart to display the sums of budgeted amounts next to sums of actual amounts for each operating expense. Challenge Yourself! 1. Add an Actual Amounts column for each department from the 2009 Actual Expenses by Department spreadsheet to the 2009 Budgeted Expenses by Department pivot table, making sure you can differentiate between the two Amounts. 2. Add a chart to display the budgeted amounts side-by-side with the actual amounts. Need a Little Help? 1. Copy the Amounts column from the 2009 Actual Expenses by Department spreadsheet to the 2009 Budgeted Expenses by Department spreadsheet. 2. Rename the Amounts column to Actual Amount. 3. Refresh the data and then add the Actual Amount column to the pivot table. 4. Remove the Department columns from the pivot table. 5. Add a Column chart to the spreadsheet. Step by Step To add data from one spreadsheet to another and then update the pivot table: 1. Open the 2009 Actual Expenses by Department spreadsheet. 2. Click the Data_DEPTEXP tab. 3. Select the Amount column and then copy it. 5-16

17 Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel Open the 2009 Budgeted Expenses by Department spreadsheet and click the Data_DEPTEXP tab. 5. In the column next to Debit Amount column, insert the Amount column from the Actual Expenses spreadsheet. 6. Rename the Amount column to Actual Amount. 7. Click the Pivot Table_DEPTEXP tab to open the Budgeted Amounts pivot table. 8. Click the Data tab at the top of the worksheet, and in the Connections group, click Refresh All. 9. In the top of the Pivot Table Field List pane, select the Actual Amount check box. 10. In the bottom of the Pivot Table Field List pane: a. Click the drop-down arrow on the Actual Amount line in the Row Labels box and then select Move to Values. b. Click the drop-down arrow on the Count of Actual Amount line in the Values box and then select Value Field Settings. c. Click Sum and then click OK. d. Ensure that Values are listed below Department Level 0 in the Column Labels box. 11. In the top of the Pivot Table Field List pane, clear the Department Level 0 check box. To add a chart to display the differences between budgeted and actual for each operating expense: 1. Click the Insert tab at the top of the spreadsheet. 2. In the Charts group, click Column, and then in the 2-D Column list, click the first icon. 3. Drag the chart to a spot below the pivot table. Connect Excel 2007 to a Microsoft Dynamics NAV Database It has become relatively simple to create a connection between Excel 2007 and external databases. This means you can view and work with data cubes you create in other applications, including SQL Server Analysis Services and Business Analytics. Procedure: Create a Connection between Excel 2007 and Microsoft Dynamics NAV Follow these steps to establish a data connection between Excel 2007 and the Microsoft Dynamics NAV database: 1. Open Excel Click the Data tab. 5-17

18 Business Intelligence for Information Workers in Microsoft Dynamics NAV 2009 Summary 3. In the Get External Data group, click From Other Sources and then click From SQL Server. 4. Type the server name in the Server Name field and then select the type of credentials to use in the Log on credentials list. 5. Click Next. 6. In the Select the database that contains the data you want field, click the drop-down arrow and select the database you want to create the connection with. For example, to connect to the Microsoft Dynamics NAV database, select Demo Database NAV (6-0). 7. Clear the Connect to a specific table check box. 8. Click Finish. 9. If you chose specific log on credentials, the SQL Server Login dialog appears. Type in your password, and then click OK. 10. In the Select Table dialog, review the list of items in the database, select the item you want to view in your spreadsheet, and then click OK. 11. Select how you want the data to display in the spreadsheet: as a table, pivot table, or pivot table with chart. 12. Click OK. The data is automatically imported into the Excel 2007 spreadsheet. Because Excel 2007 is widely used, and simple to connect to, the ability to export data to and work with data in Excel 2007 can help users quickly generate attractive charts, pivot tables, and reports that can be shared outside the Microsoft Dynamics NAV environment. In addition, users may find it simpler to examine data in Excel 2007, where formatting not available in Microsoft Dynamics NAV can be used to highlight and organize important aspects of the data. Individuals interested in developing their data mining skills further can consider taking the Business Intelligence for IT Pros in Microsoft Dynamics NAV 2009 course, which concentrates on more complex report and analysis generation in tools such as SQL Server Analysis Services and Business Analytics Advanced. 5-18

19 Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 Test Your Knowledge Test your knowledge with the following questions. 1. To export an Analysis View to Excel 2007, the user must first establish the settings and filters, click the Related Information menu, point to Actions, and click Export to Excel in which of the following pages? ( ) Analysis View page ( ) Account by Dimensions page ( ) Account Schedule page ( ) Analysis by Dimensions Matrix page 2. Which of the following statements about totaling accounts and dimensions is true? ( ) You can include them in the exported accounts by selecting the field on the Options FastTab. ( ) They do not have any posted entries and will never be included in the exported accounts ( ) You can display them as values in the exported data but cannot include the underlying formula. ( ) You can display them as values in the exported data and include the underlying formula. 3. When data is exported to Excel 2007 from Microsoft Dynamics NAV, the formatting features in Excel 2007 make it possible to perform which of the following? (Select all that apply) ( ) Add and remove fields from the pivot table ( ) Rename columns and add columns from other spreadsheets ( ) Merge data in adjacent columns ( ) Add charts or graphics to worksheets 4. You can export data from Microsoft Dynamics NAV to Excel 2007 using which of the following? (Select all that apply) ( ) Connecting from Excel 2007 to the Microsoft Dynamics NAV SQL Server database ( ) Copying from Microsoft Dynamics NAV list views and pasting to Excel 2007 worksheets ( ) Using the link feature to update Excel 2007 on a real-time basis with data entered in Microsoft Dynamics NAV ( ) Exporting directly to Excel 2007 from such Microsoft Dynamics NAV feature areas as Account Schedules and Analysis Views 5-19

20 Business Intelligence for Information Workers in Microsoft Dynamics NAV 2009 Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter

21 Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 Solutions Test Your Knowledge 1. To export an Analysis View to Excel 2007, the user must first establish the settings and filters, click the Related Information menu, point to Actions, and click Export to Excel in which of the following pages? ( ) Analysis View page ( ) Account by Dimensions page ( ) Account Schedule page ( ) Analysis by Dimensions Matrix page 2. Which of the following statements about totaling accounts and dimensions is true? ( ) You can include them in the exported accounts by selecting the field on the Options FastTab. ( ) They do not have any posted entries and will never be included in the exported accounts ( ) You can display them as values in the exported data but cannot include the underlying formula. ( ) You can display them as values in the exported data and include the underlying formula. 3. When data is exported to Excel 2007 from Microsoft Dynamics NAV, the formatting features in Excel 2007 make it possible to perform which of the following? (Select all that apply) ( ) Add and remove fields from the pivot table ( ) Rename columns and add columns from other spreadsheets ( ) Merge data in adjacent columns ( ) Add charts or graphics to worksheets 4. You can export data from Microsoft Dynamics NAV to Excel 2007 using which of the following? (Select all that apply) ( ) Connecting from Excel 2007 to the Microsoft Dynamics NAV SQL Server database ( ) Copying from Microsoft Dynamics NAV list views and pasting to Excel 2007 worksheets ( ) Using the link feature to update Excel 2007 on a real-time basis with data entered in Microsoft Dynamics NAV ( ) Exporting directly to Excel 2007 from such Microsoft Dynamics NAV feature areas as Account Schedules and Analysis Views 5-21

22 Business Intelligence for Information Workers in Microsoft Dynamics NAV