In my previous post, I described the problem of the tax numbers in Croatia being changed. In this post, I will describe the first steps to solve the problem. In part 3, I will describe what to do when you receive the new tax numbers. The business process from customer perspective looks like this:
- Export customer, vendor and contact data from Dynamics NAV to Excel file
- Request customers, vendors and contacts for their new tax number using documents created with help of Style Sheet Tool
- Enjoy the year end holidays with friends and family
- Update data exported in step 1 with new tax number received from customers, vendors and contacts and import it back in Dynamics NAV
Export data from Dynamics NAV
Here is the overview of how I did this in NAV HR 5.0 SP1 Feature Pack 1:
1. Click Application Setup-> Company Setup-> Data Migration in Administration application domain to open Migration overview form.
2. Create 3 lines by entering table IDs of Customer, Vendor and Contact tables (and any customized tables you might have that contain VAT Registration No.).
3. Position cursor on line representing Customer and click Migration-> Migration fields menu item to open Customer – Migration Fields form.
4. Place a checkmark in Include field for each Customer field you want export. At minimum (to complete this task place checkmark in Include field of lines representing following fields:
- Name – this will allow you to see see which customer’s VAT Registration No you’re changing
- Country/Region Code – this will allow you to filter out only Croatian customers (having Country/Region Code set to HR or empty)
- VAT Registration No. – this will allow you to see the “old” VAT Registration No.
Optionally, if you decide to use exported data for Mail Merge this data and send to customers, vendors and contacts to ask them for their new tax number, you may need to include following information as well:
- Address – this will allow you to send the documents by mail
- Address 2 – this will allow you to send the documents by mail
- Post Code – this will allow you to send the documents by mail
- City – this will allow you to send the documents by mail
- Fax – this will allow you to send the documents by fax
- E-mail – this will allow you to send the documents by e-mail
5. When satisfied click OK to return to Migration Overview form.
6. Repeat steps 3-5 for Vendor and Contact tables and when satisfied click Functions-> Export to Excel on Migration Overview form to export data to Excel.
7. When asked, select folder and file name in which to store exported data and click Save.
8. System will export data and notify you when it’s done. The result should be excel file with 3 worksheets (Contact, Vendor and Customer) containing data from selected fields.
NOTE: Depending on which method you’ll use to collect data from customer, vendors and contacts you’ll need various degrees of data detail from Dynamics NAV.
Request new tax number from customers, vendors and contact
For the sake of example, I’ll assume you’ll request your customers, vendors and contacts to send you their new tax number using regular mail (as it should be the hardest to setup), using data exported from Dynamics NAV created in previous step.
NOTE: I assume you successfully imported Style Sheet Tool objects 1.1. as described in User Guide for Style Sheet Tool.
Here is the overview of how I did this in NAV HR 5.0 SP1 Feature Pack 1:
1. Open Object Designer and run Form 680
2. In the Code field, provide a code for naming the style sheet you are about to create. This could be, for example, CUSTOMER_NTN.
3. In the Description field, type in a description of the style sheet, for example, Request Customers New Tax Number.
4. In the Form No. field, click the Lookup button and in the Style Sheet Object List window, select the Customer List form (form 22).
5. In the Table No. field, click the Lookup button and in the Style Sheet Object List window, select the Customer table that is associated with Customer List. In this case it is table 18.
6. In the Base Record field, select the Base Record check box.
7. In the Multiple Lines field, select the Multiple Lines check box.
8. Click Style Sheet, Select Fields to open the Customer – Style Sheet Fields Used List window. These fields are the ones you want to show in the final, merged Word document.
9. In the Field No. field, click the Lookup button, and in the Style Sheet Field List window, select, for example, the fields Name, Name 2, Address and other. The Include Caption check box in the Item – Style Sheet Fields Used List window has automatically been selected for each field. This will make the caption of the fields available in your Word document. If you do not want captions but only want the data fields to be visible on your document, clear the check box for the field captions you do not want.
10. Close the Item – Style Sheet Fields Used List window.
The fields to use for Customer have now been defined and you are ready to merge the selected fields into a Word document as mail merge fields.
11. On the style sheet card that you just created, click Style Sheet, Create Mail Merge. This will open up Word. The fields you have chosen for the Customer will now be available in Word.
12. In Word, click the Mailings tab, Insert Merge Field and select each field one at a time. Design the document as necessary by adding your own text and pictures. The mail merge could look like this:
NOTE: Make sure to insert a table element between MULTILINE_BEGIN_Customer and MULTILINE_END_Customer merge fields. This will ensure text within table element to be repeated multiple times.
13. Close Word when you are finished.
You will now return to Microsoft Dynamics NAV.
1. Click Yes to import the mail merge document.
2. Click Yes to convert the mail merge document to a style sheet document.
3. Click Yes to update Manage Style Sheets. This will associate the style sheet you just created with the Customer List.
4. In Microsoft Dynamics NAV, on the main menu, click Financial Management, Receivables, Customers to open the Customer Card.
5. Click Customer, List to open Customer List
6. Filter the list by Country/Region code selecting customers you want to prepare to documents using Style sheet you created in previous steps
7. On the Toolbar, click Send Options.
8. In the Send Style Sheet Card to Microsoft Word – Program Selection window, select Microsoft Word and click Send
A Word document will be generated based on the Customer style sheet you have just created, and filtered data from the Customer List is imported to a Word document which now looks like this:
You can do the similar thing with vendor and contact records.
To reuse the settings and documents used in this example follow these steps:
1. Open Object Designer and run Form 680.
2. Click Style Sheet, Manage, Definition, Import to import style sheet definition.
3. Select example.xml file attached to this document (within example.zip file).
4. Click Yes to import the mail merge document.
5. Select example.docx file attached to this document (within example.zip file).
6. Click Yes to convert the mail merge document to a style sheet document.
7. Click Yes to update Manage Style Sheets. This will associate the style sheet you just created with the Customer List.
Enjoy year end holidays with family and friends
I’ll leave you to decide the way you handle this part! 🙂