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Microsoft Dynamics GP 2010 Reporting
Microsoft Dynamics GP 2010 Reporting

Microsoft Dynamics GP 2010 Reporting: Create and manage business reports with Dynamics GP

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Microsoft Dynamics GP 2010 Reporting

Chapter 2. Where Is My Data and How Do I Get to It?

Now that we have looked at the latest trends in reporting and have an understanding of the many challenges that go along with report development, we are ready to start gathering our data and writing our report. As any developer or consultant that has been tasked with filling user requests for reports is aware, ultimately the very first question after deciding on the reporting tool is "Where is my data and how do I get to it?"

Knowing where to begin is a critical first step in the development process. The aim of this chapter is to provide helpful tips for finding and locating data in the Dynamics GP 2010 ERP system and company databases. Although we'll discuss some reporting tools that do not require us to know the SQL database structure for Dynamics GP companies, it is still helpful to understand how GP stores its data.

In this chapter, we will discuss the following:

  • Differences between the DYNAMICS database and company databases

  • Conventions...

DYNAMICS database versus company database


The first task of identifying where our data is located is making sure we are using the correct database! Microsoft Dynamics GP 2010 utilizes the Microsoft SQL Server platform as its database engine. When Dynamics GP 2010 is installed on our environment and a new company is created, the installation process creates several databases on a server that has been designated during the install. These databases will store all the information entered through the Dynamics GP 2010 application, and we can use SQL Server Management Studio to access the underlying tables that store this data.

Microsoft Dynamics GP has two types of databases: a system database (DYNAMICS) and company database(s). For first-time report developers and seasoned writers, knowing which of these databases stores a particular piece of information we need is crucial for an accurate report.

What is the DYNAMICS database?

When Microsoft Dynamics GP is first installed and some initial settings...

Dynamics GP table naming/numbering conventions


Dynamics GP has a rather interesting and sometimes frustrating table naming structure. When developers or consultants first see this, they are overwhelmed, to say the least. However, once you learn that there is a rhyme and reason to the madness, it actually makes a lot of sense and it is quite easy to follow and locate the tables that we need.

Tables versus table groups

When data is entered into windows via the Microsoft Dynamics GP application, that data is stored in tables in the underlying SQL database. In most cases, data entered via a single process can be stored in two or more tables. In such cases, it is common for these tables to be grouped together by a certain naming convention. For example, entering journal entry information may update the Transactions Work table (contains General Ledger transaction header information), the Transaction Amounts Work table (contains the General Ledger transaction distributions), and the Transaction Clearing...

Table Import


Another very useful resource for finding the data that we need to begin writing our reports is the Table Import utility. From any window in Dynamics GP, we can open the table import utility and be provided with all the friendly table display names that are used by this window. For example, opening the Table Import window from the Sales Transaction Entry window yields the following information:

To access the Table Import from any window, follow these steps:

  1. Open Microsoft Dynamics GP.

  2. Open the Dynamics GP Window you are looking for.

  3. Select Tools.

  4. Select Integrate.

  5. Select Table Import.

Once we know which table we want to go find our data in, we can again cross reference the Table Resource descriptions to find the physical SQL table name. This utility is very useful if the user tells you that they need a report that includes information they are entering on a particular screen.

Accessing data at the table level using SQL Management Studio


Once we have identified our physical table name, we can begin to use SQL Management Studio to view the data in the table. To accomplish this, we can write simple select statements to view the data. This can be very useful, as it allows us to see actual data in the underlying table. So, if a user tells us they need information they are entering in Sales User defined fields, we can view that data directly in the table to be sure we are capturing the requested data. A helpful tip for this is to open the Sales User-Defined Fields Entry window in Dynamics GP for a specific document number. Then, in SQL Management Studio, we can select the record from the table (in this case, the SOP10106 table) that equals the same document number we are looking at in the screen. This allows us to ensure we are looking at the correct data.

Note

One thing to keep in mind if we are working on a production database or even a test database with large amounts...

Locating Dynamics GP data with additional tools


Earlier in this chapter, we discussed a logical way for finding data for our report by starting at the database level and working our way down to the field level within the SQL database tables. While this approach utilized the GP naming and numbering convention, as well as the Resource Descriptions and Table Import tools within Dynamics GP, several other tools exist outside of the standard GP application that can help us better understand where our data might be located.

Dynamics GP 2010 Software Development Kit

Another useful tool for report writers and developers to use when trying to determine which tables should be used in building a report is the Software Development Kit or SDK, for short. Unlike the Resource Description windows, this tool resides outside of Dynamics GP and requires a separate download, meaning that you don't need a workstation installation of Dynamics GP to use this tool.

Downloading the Software Development Kit

New releases...

Summary


In this chapter, we discussed the various challenges of developing reports. Once those challenges have been considered, the next step is finding our data. Even though some reporting tools do not require understanding the SQL database structure of GP company databases, we can still use our knowledge of GP data structures to build better reports.

To that end, we've used this chapter to explore some of the conventions surrounding how GP data is stored. We began at the database level by exploring the differences between the DYNAMICS database and the various company databases. Then, we moved on to understanding the naming and numbering convention for tables found within these databases. At first glance, the numbering convention used for GP tables can be confusing, but by this point, we are familiar with some general naming conventions that can help us in most cases.

Finally, we looked at some tools that can be used for finding this data. Some tools, such as Table Resources, Table Import...

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Key benefits

  • Identify the major reporting challenges facing your organization and select the most effective reporting tool to meet those challenges
  • Empower users from top to bottom in your organization to create their own reports
  • Go beyond basic reporting by providing true business intelligence for your organization
  • Discover how to use reporting tools to mine and analyze your Dynamics GP data for maximum competitive advantage
  • Explore new reporting features found only in Dynamics GP 2010
  • Employ real-life step-by-step examples in this part tutorial, part reference guide
  • A foreword by Errol Schoenfish, a member of the Microsoft Dynamics community for over 24 years

Description

Resources such as the book you now hold in your hand are critical to taking the extra step in uncovering the trends locked deep within your data. Not only will this book offer insight into the many reporting tools currently available for GP, it will also offer a unique perspective on how each reporting tool can be used to meet specific challenges faced by your organization" - Errol Schoenfish, a member of the Microsoft Dynamics community for over 24 years Microsoft Dynamics GP 2010 is a sophisticated Enterprise Resource Planning (ERP) system with a multitude of features and options. Microsoft Dynamics GP enables you to create and manage a variety of reports that help small and mid-size businesses effectively manage their financial and operational data. This book will show you how to create and manage reports, know what tools to use and when, how to use them and where to find the data based on how it's being entered into the system with Dynamics GP. This book will empower you with the tools and reports necessary to use Dynamics GP data in making key business decisions. The book addresses the many challenges and frustrations a company may face when preparing to build new reports. Then it moves on to explain how to find your data in the GP system and company databases. The book then dives deep into topics such as SmartLists, SL Builder and Excel Report Builder, Report Writer, SSRS Report Library, and Analysis Cubes Design and Management Reporter amongst others. With this knowledge in hand, you will be capable of selecting the most effective tool for the current reporting environment.

Who is this book for?

If you are a Microsoft Dynamics GP developer, consultant, or power user who wants to create and manage reports, then this book is for you. A working knowledge of Microsoft Dynamics GP is required. A basic understanding of business management systems and reporting applications such as Microsoft Excel and SQL Reporting Services is highly recommended.

What you will learn

  • Explore major reporting challenges faced by report writers
  • Understand how data is stored in Microsoft Dynamics GP
  • Utilize Excel and SmartLists Builders for basic GP reporting needs
  • Take advantage of the new Word Template functionality in Report Writer
  • Deploy and modify Dynamics GP SQL Reporting Services report library
  • Customize Analysis Cubes for Excel for improved ad hoc data analysis
  • Slice and dice Dynamics GP data with Excel Pivot Tables and Pivot Formulas
  • Design and create various building blocks for Management Reporter
  • Explore advanced concepts for delivering professional-quality financial statements
  • Identify the right tool for any Dynamics GP reporting need
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Publication date : Apr 26, 2011
Length: 360 pages
Edition : 1st
Language : English
ISBN-13 : 9781849682183
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Microsoft
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Table of Contents

10 Chapters
Meeting the Reporting Challenge Chevron down icon Chevron up icon
Where Is My Data and How Do I Get to It? Chevron down icon Chevron up icon
Working with the Builders: SmartList and Excel Reports Chevron down icon Chevron up icon
Report Writer Chevron down icon Chevron up icon
SSRS Report Library Chevron down icon Chevron up icon
Designing Your Analysis Cubes for Excel Environment Chevron down icon Chevron up icon
Utilizing Analysis Cubes for Excel for Dynamic Reporting Chevron down icon Chevron up icon
Designing Financial Reports in Management Reporter Chevron down icon Chevron up icon
Viewing Financial Reports in Management Reporter Chevron down icon Chevron up icon
Bringing it all Together Chevron down icon Chevron up icon

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Amazon Customer May 17, 2011
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I just finished my first trip through this new book on GP 2010 reporting and all I can say is - incredible. This work, written by David Duncan and Christopher Liley of IBIS and reviewed by my dear friends Amy Walsh and Christine Belding, also of IBIS, provides an extremely well thought-out, well written, thorough look at the state of the art in reporting in GP 2010.The book not only covers all the reporting options available in GP 2010 but also provides a framework for developing a cohesive reporting strategy for your organization.From SmartList to Report Writer, from Excel Report Builder to Management Reporter, Microsoft Dynamics GP 2010 Reporting provides an overview of all of the report types, plus technical instruction on how to use and get the most of each of the report development tools.Whether you're a GP report developer or a GP user who's curious about the myriad reporting options now provided in the application, this book needs to be in your library. I highly recommend it.
Amazon Verified review Amazon
Mark Polino May 03, 2011
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This is a phenomenal book. Chris and David have created a fantastic resource for reporting inside of Dynamics GP. If you use any version of Dynamics GP, buy this book. The book includes coverage of base reporting, SSRS, Excel reports, analysis cubes and more. I'm still not sure how they crammed it all into one volumne.
Amazon Verified review Amazon
Marcia N. Doron Jun 28, 2011
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By Marcia Nita Doron, Altico AdvisorsThis review is for: Microsoft Dynamics GP 2010 Reporting (Paperback)Full Disclosure: I was provided a no-charge paperback edition for the purpose of this review by the publisher, Packt.What piqued my interest in the first place was actually the fact that Errol Schoenfish, a monument in the Microsoft Dynamics community, wrote the foreword. And of course, Errol made a few great points, the most salient of which is that raw data is "useless" unless it can be analyzed and turned into meaningful reports on the health of a business through trend analyses and key performance indicators (KPIs).This book addresses the fundamental question of how to turn raw data into meaningful metrics using the reporting tools available in Microsoft Dynamics GP 2010. And it addresses that question in great detail, in a highly organized framework, replete with numerous, incredibly useful screenshots. It starts with the basics of "Meeting the Reporting Challenge" and "Where Is My Data and How Do I Get to It?" And it takes you all the way through the design and execution of sophisticated reports using the various tools available in Dynamics GP 2010, such as SmartList Builder (SLB), Excel Report Builder (ERB), Report Writer (RW), SQL Server Reporting Services (SSRS), Analysis Cubes (AC), and Management Reporter (MR).What's more, the Appendix at the end of the book compares those tools and outlines the features and functions of each. The Appendix serves as a quick, high level reference guide.Kudos to the authors for a tremendous effort and a valuable resource for skilled end users and Dynamics GP professionals alike.June 28, 2011
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Constance Quigley Jul 01, 2011
Full star icon Full star icon Full star icon Full star icon Empty star icon 4
First, I must express my utmost respect for anyone who undertakes a task this daunting. The subject matter is dense, and the tools are ever-changing. Kudos to these consultants for taking the time to create a handy guide like this!To many new users of Dynamics GP, the variety of tools that accompanies the ERP system is overwhelming. There are built-in or "canned" reports that can be modified, smartlists which can export data to Excel, and FRx or Management Reporter for creating standard financial reports. The latest versions of Dynamics also offer collections of Excel Reports and SQL Reporting Services (SRS) reports which can be deployed and used right away. In addition to all of this fare, a customer may purchase Smartlist Builder and Excel Report Builder, both of which further extend the capability of smartlists and Excel reporting to all areas of the system as well as external data sources. And we can't forget Analysis Cubes for Excel, which is essentially the height of business intelligence for the Dynamics end user. Essentially, data analysis and reporting tools for Dynamics GP have flourished over the past few years, and this book offers an excellent synopsis and technical comparison of the various tools available.While it is geared toward power users and data analysts, the book does offer some valuable information to anyone who wishes to learn more about the multitude of reporting options out there. The authors start out with a helpful discussion about the challenges of developing reports: defining the target audience, locating the appropriate data, selecting a form of presentation, and applying permissions to the final product. They then dedicate a full chapter (sometimes two) to each tool and provide some guidance on installation, deployment, security, and usage. The final chapter Bringing It All Together offers an in-depth comparison of the various tools and discusses the trade-offs among them in terms of data sources, latency, ease of formatting, and required development and IT resources.As a software consultant, I found this book very useful. It is very well-organized and the examples provided are a great way to introduce a power user to the strengths and weaknesses of each tool. Most importantly, the authors are enthusiastic about the wealth of reporting resources available and how each one can be used to improve visibility into an organization's financial and operational health, which is really the fundamental point of an ERP system. The book imparts enough information to inspire you to explore each tool by actually using it, which is the best method of learning!
Amazon Verified review Amazon
Ghislain Jun 26, 2012
Full star icon Full star icon Full star icon Full star icon Empty star icon 4
This is a good book that allow you to find your way in GP. It explain the structure of the data in GP who is a little challenging. It then show you how to use the different reporting tools in GP to create report.
Amazon Verified review Amazon
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