Junction Solutions Where Platform Meets Inspiration Use the Microsoft Office Word Add-In to Create a Source Document Template for Microsoft Dynamics AX 2012 WHITEPAPERJunction Solutions . ‘Where Platforrn Meets rspiation Microsoft Office Word Add-Ins Whitepaper Junction Solutions documentation 2012 All material contained in this documentation is proprietary and confidential to Junction Solutions, Inc and subject to the nondisclosure provisions of the applicable Junction Solutions, Inc agreement. This material is for informational purposes only. Junction Solutions, Inc is not liable for any damages in connection with the use of this information. No part of this documentation may be reproduced, stored in a retrieval system, or transmitted in any form of by any means, including, but not limited to, electronic, graphic, mechanical, photocopying, recording, or otherwise without the prior written permission of Junction Solutions, Inc. This documentation is subject to change without notice, and Junction Solutions, Inc does not warrant that the material contained in this documentation Is free of errors. Any errors found in this document should be reported to Junction Solutions, Inc in writing. Most of the content in this whitepaper is taken from the Enterprise Search topic on TechNet. For the full Enterprise Search guide on TechNet, refer to http:/technet. microsoft comven-usfibrary/ag731850.aspx. Proprietary and Confidential Page 2 of 19 202 Subject to ChangeJunction Solutions ‘Where Paorrn Meets Inspiration Microsoft Office Word Add-Ins Whitepaper Introduction Scenatio........- Expose Microsoft Dynamics AX Data to the Microsoft Office Adc-ins.. Demonstration: Create a Document Data Source .. Create a Word Template with Place Holders for Microsoft Dynamics AX Data... Demonstration: Create a Data Connection. cece Demonstration: Add Static Data to the Template ee Demonstration: Add Place Holders to the Template. serene OY Demonstration: Add Lines with Labels to the Template. sereeseeenee AD Demonstration: Test the Template. Demonstration: Fiter the Data and Populate the Template... eve Demonstration: Save the Template to the SharePoint Template Library. 16 Document Types 7 Demonstration: Create a Document Type cree IT Generate a Document from a Template : 19 Demonstration: Generate a Return Order Document. er) Proprietary and Confidential Page 3 of 19 2012 Subject to ChangeJunction Solutions Where Ptr Meet peti Introduction This hands-on-lab reviews how to use the Microsoft Office® Word Add-Ins to create a template for vendor retums. This lab demonstrates how System administrators or Super- Users can use the add-ins to create a template and map the template to a specific source document. You can use the Microsoft Office Add-ins to create word document templates that will be populated with system data from a source document, such as a purchase order. The template can then be made available directly from the Purchase order form so that users can quickly and easily create a new document with specific information related to the selected purchase order. Scenario Susan, the Accounts Payable Manager, has noticed many inconsistencies in the vendor return process. These inconsistencies and lack of data for certain returns is causing the refunds for certain vendor retums to be delayed or even denied because the proper information is nat provided to the vendor when the products are returned She has decided that this process needs to be reviewed and a document template for vendor retums should be created. The new vendor return document template will Include all the necessary information that is required by the vendors to process a return ina timely manner. Proprietary and Confidential Page 4 of 19 2012 ‘Subject to ChangeJunction Solutions Where Ptr Meet peti Expose Microsoft Dynamics AX Data to the Microsoft Office Add-Ins Before you can use the Microsoft Office Add-ins to create word document templates you must decide what data you want to expose through the Add-In. When you expose data either through a service or a query, the system uses the Role-based security model to control the access to the data. To expose data for use in Word, you must first create a document data source Demonstration: Create a Document Data Source This demonstration shaw you how to create a document data source that will expose purchase order data in the Microsoft Office Add-In. 1. Open Organization administration > Setup > Document management > Document data sources Koekee Module SS w Activate Deactivate Regier default sources ‘Seviee BudgeTianacionsenice lager Sernce LedgerGenertJeumstervice Genes General edger Query AssaBalances ‘Account receivable Quey Ccuomerging Recounts recevable Query CustomerColeroninfo Account receivable Query CustomerOgenOudeis General eager auey Feedaccete Sales and matting Quy SalesQuote ‘The Modul in Microsoft Dynamic AX that is most asocatd wth he datasource Document Data Sources Form Click New, to create data source. In the Module drop-down box, select Purchase orders. In the Data source type field, select Query in the Data source name field, select PurchTableDocument. Click Activate to enable the new data source far use Click Close to exit the form Noahen Proprietary and Confidential Page 5 of 19 2012 ‘Subject to ChangeJunction Solutions Where Ptr Meet peti Create a Word Template with Place Holders for Microsoft Dynamics AX Data You can create documents in’Microsoft Office Ward that follow certain layouts and templates. Many online templates are avaliable that can be used to have a uniform look and feel to the documents that you use in your business. Templates are useful when you have static data or layouts for a certain document. When you use Microsoft Office Word templates in combination with the Microsoft Dynamics Office Add-In, you can remave some of the manual wark that is required to populate a document with data The add-in enables you to create “place holders” for Microsoft Dynamics AX data. These place orders can then be populated with “actual data” fram a source document to eliminate the time that is otherwise required when using a template For example, you can create a template that includes “place holders” for the vendor name and vendor account number, as well as information about a product. When this document template is enabled for a purchase order and a document is generated for a specific purchase order the template will replace the place holder with the actual vendor name, account number, and praduct information: Demonstration: Create a Data Connection This demonstration shows you how to create a connectian to Microsoft Dynamics AX 2012 from Microsoft Office Word for the Document data source that was created in the earlier topic 1. Click Start> All programs > Microsoft Office > Microsoft Word 2010. 2. Inthe new Word document window, click the Dynamies AX tab an the Action Pane. 3. Click Conneetion in the Server group of the Action Pane {i Wicrosot Dynamics AXTAKGU2 A] Connection Senge = Legal Entity: /ceu.- Contoso Entertainment Systems (West) . Default Account Structure ©) Advances Si) (minasion] ‘Microsoft Dynamics AX Connection Settings Form 4, Inthe Default Account Structure field, select Account Structure, and then click OK. 5. Click Add Data in the Server group of the Action Pane. Proprietary and Confidential Page 6 of 19 2012 ‘Subject to ChangeJunction Solutions Wher Piso Mes pion 6. Select the check box next to the Purchase Orders ~ PurchTableDocument. data source, and then click OK Select the data sources you wish to use in this document Description Information to provide a snapshot of aged outstanding Shows the open transactions and balances for the elec Shows open orders and order detail information for sl Accounts receivable Open Orders [nent et tere lo | Generalledger FikedAsset Query _—Returnsinformation about Fixed assets Purchase orders —_PurchTatleDocument Group Name 1 Accounts receivable Customer Aging EF) Accounts receivable Customer Collections Seles and marketing Ssles Quotation _Sales quotation information forthe selected quotation fs) , Filter [ok | |_ cone : “Add Data Form 7. Verity that the Mierosoft Dynamies AX data pane is now open on the left side of the window. Proprietary and Confidential Page Tot 19 Boe ‘Subject to ChangeJunction Solutions Where tor Maes epi =a eee Be eee tone ne ee fat fel & oe, (isa aa 9 ‘Microsoft Dynamics AX Pane e ‘If you close this pane, it can be reopened by clicking Add Data and selecting Note: the data source, and then clicking OK. Proprietary and Confidential Page 8 of 19 2012 ‘Subject to ChangeJunction Solutions Where Ptr Meet peti Demonstration: Add Static Data to the Template This demonstration shows you how to add static data and formatting to the template. Static data is fixed and will nat change each time that a document is generated from this template. Examples of static data on the template may include your company name. address, and logo. It might also include some notes or instructions that you want ta include each time the document is generated. Note: This example starts from a blank word document. However, there are many different word templates with static text and formatting available on the Office.com site. 1. Inthe blank word document with a data connection that you created add the company name, address, phone number and fax number. Use the following screen sheet as a sample. You can use the font, fant size and other standard word formatting tools to change the appearance Gontese Entertainment Systems “The Lighting Company” 123 Cotfee Steet Suite 300 Redmond, WA 96052 Word Document Sample with Company Information This example uses Arial Black for the company name and Arial for the Note: remaining text 2. Next add a column to the document by using the Columns button on the Page Layout tab of the Action Pane. Then add some static text for the document name, Original purchase order, and RMA number. Proprietary and Confidential Page 9 of 19 2012 ‘Subject to ChangeJunction Solutions RETURN ORDER Contose Entertainment Systems Lighting Company 123 Coffee test Original BO Numbor Suite 300 RMA Number Redmond, WA 98082 . Word Document Sample with Basic Document Information e This example uses a table with two columns and no borders for the Original hote: PO Number and RMA number fields. To insert a table, click the Table button on the Insert tab of the Action Pane. To remove the borders on the table, use the Borders icon on the Home page of the Action Pane. Proprietary and Confidential Page 10 of 19 2012 ‘Subject to ChangeJunction Solutions Where Ptr Meet peti Demonstration: Add Place Holders to the Template This demonstration shows you how to add place holders for data to the template. Place holders are used to automatically populate the template with data trom the source document. Examples of place holders include purchase order number, vendor information, item information, and so on 1. Insert a placeholder for the purchase order number by setting the cursor in the field that you created earlier for the Purchase order number. 2. Select Purchase order from the Microsoft Dynamics AX Pane 3. Then click Insert as value in the toolbar on the Microsoft Dynamics AX Pane. seation won) = — se aa ! = engineerin RETURN ORDER Insert a Place Holder for Purchase Order Number 4, Next, insert a placeholder for the RMA number by setting the cursor in the field that you created earlier far the RMA number. 5. Select RMA number from the Microsoft Dynamics AX Pane. 6. Then click Insert as value in the toolbar on the Microsoft Dynamics AX Pane. eat] Ez iis « = at ene ramon RETURN ORDER Y Insert a Place Holder for RMA Number Proprietary and Confidential Page 11 of 19 2012 ‘Subject to ChangeJunction Solutions Where tor Maes epi Demonstration: Add Lines with Labels to the Template This demonstration shows you how to create a table that will be used for outputting the lines of the purchase order. The table will include two rows, ane for the header and ane for the lines. The header will include place holder with labels. The second raw in the table will include place holders for the purchase order lines 1, Before you can insert a table for the lines, you must insert a Continuous break at the end of the header section. Do this by setting the cursor below the RMA Number and then click the Page Layout tab on the Action Pane. 2. Click Breaks > Continuous. Then set the alignment to Left justified and set, the font to Arial and the font size to 11 on the Home tab. 3. Ta insert the table for the lines, click the Insert tab on the Action Pane. 4. Click Table and then draw a 6x2 table Ma Home References Insert | Page Layout Bicover Page ~ aa Smartart 1 Blank Page oo Chart rage Brea Ce oceans peel ona i) SS OCOOOooooo | OU EOC OCC eer Bo ISsoccgerca, Insert a 5x2 Table 5. Setthe cursor in the first cell of the table 6. Inthe Microsoft Dynamics AX Pane, scrall to the very bottom and expand the Purchase order line node. 7. Scroll down and select Item number from the list, and then click Insert as label | cc tne RETURN ORDER Insert a Label for item Number Proprietary and Confidential Page 12 of 19 2012 ‘Subject to ChangeJunction Solutions Where Ptr Meet peti 8. Setthe cursor in the cell below the Item number label 9. Select Item number from the Micrasoft Dynamics AX Pane, and then click Insert as column. TH _— ecensrranget ome RETURN ORDER — oe = Insert a Column for Item Number e Continue adding static text, placeholders, and formatting the template until Note you have added all the data that is required. Proprietary and Confidential Page 13 of 19 2012 ‘Subject to ChangeJunction Solutions Demonstration: Test the Template This demonstration shows you how to populate the template with data from a record to test the format. 1. Before you can populate the dacument with data, you must save it. Save the document by clicking the Save ican. 2. Onthe Save As form, type “Return Order Template" in the File name field, and then click Save 3. Click the Dynamics AX tab an the Action Pane 4. Click Merge Document in the Data group of the Action Pane. RETURN ORDER Contoso Entortainmont Systems “Te Lighting Company" 123corree street Purchase order 000004 sute200 MA number Redmond WA 98052 Tem ARE 5003 BOs ‘Merged Purchase Order e ‘Anew window will open with the template populated for the first purchase Note: order in the system. 5. Close the document that is populated with data, and do nat save the data. Proprietary and Confidential Page 14 of 19 2012 ‘Subject to ChangeJunction Solutions Where tor Maes epi Demonstration: Filter the Data and Populate the Template This demonstration shows you how to filter the data in the report for a specific purchase order and repopulate the template 1. Inthe Return Order Template.docx document, click the Dynamics AX tab in the Action Pane, and then click Filter in the Data group of the Action Pane. Selec datasource [PurhTabieDosument Table Fld cree (diac conaiion a) Econ) Filter Results Form 2. Click Add Condition. 3. Inthe Criteria field, type "000412" 4. Click OK 5. Click the Save icon, and then click the Merge Document button 6. Close the Retum Order Template.docx document. Proprietary and Confidential Page 15 of 19 2012 ‘Subject to ChangeJunction Solutions Demonstration: Save the Template to the SharePoint Template Library This demonstration shows yau how to upload the template into the template library on the Enterprise Portal website. 1. Open Internet Explorer, by clicking the icon in the Taskbar. 2. When the Enterprise Portal site opens, click Site Actions > New Document Library In the Create form, type “Purchase Template” in the Name field. In the Description field, type "Purchase order templates” Select No in the Display this document library on the Quick Launch? group 6. Click Create 7. Onthe PurchaseTempate page, click Add document. 8. Onthe PurchaseTempate — Upload Document dialog box, click Brows 9 1 one On the Choose File to Upload form, click Documents in the left pane. 0. Select the Return Order Template docx file from the right pane, and then click Open. 11. On the PurchaseTemplate— Upload Document dialog box, click OK. 12. Close Internet Explorer. Proprietary and Confidential Page 16 of 19 2012 ‘Subject to ChangeJunction Solutions Where Ptr Meet peti Document Types Once you have created a document template and saved it into the template library, you must create a document type in Microsoft Dynamics AX 2012. The document types are used to map the template to the source document. Demonstration: Create a Document Type This demonstration shows you how to create a new document type to map the Return Order Template document to purchase orders. 1. Open Organization administration > Setup > Document management > Document types. 2. Click New to create a new template 3. Inthe Type field, type "PO" 4. Inthe Name field, type "Purchase order templates” 5. Inthe Class field, select Template library 6. Inthe Group field, select Document. 7. Inthe Archive directory field, type “C:\" oe i o rc I al Document Types Form Proprietary and Confidential Page 17 of 19 2012 ‘Subject to ChangeJunction Solutions Where tor Maes epi 8. Collapse the General FastTab 9. Inthe Document Library field at the bottom of the Document templates FastT.ab type “http: /dynamicsax.contoso.com/Purchase Template" 10. Click Synchronize, and then clase the Infolog window that confirms one template is synchronized. ‘11. Click Activate, and then close the Document types form ee EE oro od ue bee BE) te Porte Me cat ret Osetra Vinee ¥ Dente a 1 angi + Teh gage mi * con incon a a am] ‘Document Types Form Proprietary and Confidential Page 18 of 19 2012 ‘Subject to ChangeJunction Solutions Where Ptr Meet peti Generate a Document from a Template After you have activated a document type, you can begin to use it far the source document itis linked to Demonstration: Generate a Return Order Document This demonstration show you how to generate a return arder document based on the template that you created for a return purchase order. 1 Open Procurement and sourcing > Common> Purchase orders > All purchase orders 2. Select purchase order 000412 fram the list. 3. Click Generate from template > Return order template in the Attachments group of the Action Pane. 4. Microsoft Office Word opens with the template populated for the purchase order you selected. You can modify the information, save a copy, or send the document to the vendor. When yau are finished, close the window. 8 You can create many different templates for the same source document. e This demonstration showed how to create a template from an empty word Note document. It is recommended to use templates available from Office.com as ‘a.starting point for your document. Proprietary and Confidential Page 19 of 19 2012 ‘Subject to Change