Issuu

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION A practical guide to all of the hidden features within Dynamics 365 for Finance & Operations, Enterprise Edition that everyone should know about to make them power users.

ISBN-13: 978-1975836900 ISBN-10: 1975836901

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Preface What You Need for this Guide All the examples shown in this blueprint were done with the Microsoft Dynamics 365 for Operations hosted image that was provisioned through Lifecycle Services. The following list of software from the virtual image was leveraged within this guide: Microsoft Dynamics 365 for Finance & Operations, Enterprise Edition Even though all the preceding software was used during the development and testing of the recipes in this book, they should also work on later versions without any changes. Errata Although we have taken every care to ensure the accuracy of our content, mistakes do happen. If you find a mistake in one of our books—maybe a mistake in the text or the code—we would be grateful if you would report this to us. By doing so, you can save other readers from frustration and help us improve subsequent versions of this book. If you find any errata, please report them by emailing editor@dynamicscompanions.com. Piracy Piracy of copyright material on the Internet is an ongoing problem across all media. If you come across any illegal copies of our works, in any form, on the Internet, please provide us with the location address or website name immediately so that we can pursue a remedy. Please contact us at legal@dynamicscompanions.com with a link to the suspected pirated material. We appreciate your help in protecting our authors, and our ability to bring you valuable content. Questions You can contact us at help@dynamicscompanions.com if you are having a problem with any aspect of the book, and we will do our best to address it.

www.dynamicscompanions.com Dynamics Companions

-3-

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Table of Contents Introduction ...................................................................................................................................... 7 Navigating within Dynamics 365 ...................................................................................................... 8 Using workspaces ...................................................................................................................... 9 Using the workspace tiles........................................................................................................ 12 Using the workspace favorites lists ......................................................................................... 14 Drilling into details through hyperlinks ................................................................................... 16 Accessing the document detail forms ..................................................................................... 18 Toggling between the header and lines view .......................................................................... 20 Using the dropdown menus .................................................................................................... 23 Pinning and unpinning the navigation menu .......................................................................... 24 Accessing the workspaces through the menu ......................................................................... 27 Using the system administrator workspace ............................................................................ 29 Using the search to find functions .......................................................................................... 31 Using list pages and detail forms within Dynamics 365 ................................................................. 35 Showing the fact boxes ........................................................................................................... 36 Accessing detail forms ............................................................................................................. 39 Accessing the ribbon bar commands ...................................................................................... 41 Collapsing and docking the ribbon bar .................................................................................... 43 Undocking forms ..................................................................................................................... 46 Using the list filter ................................................................................................................... 50 Zooming in and out on pages .................................................................................................. 53 Personalizing Dynamics 365 ........................................................................................................... 57 Hiding and unhiding fields ....................................................................................................... 58 Adding additional fields ........................................................................................................... 64 Moving fields ........................................................................................................................... 69 www.dynamicscompanions.com Dynamics Companions

-4-

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Using the filter lists.................................................................................................................. 72 Saving user personalization ..................................................................................................... 75 Importing custom views into other users ............................................................................... 80 Using the filter panel ............................................................................................................... 84 Using the advanced filter ........................................................................................................ 91 Adding a filter to a workspace as a tile ................................................................................... 96 Adding A tile to the default dashboard ................................................................................. 102 Adding a filter to a workspace as a list .................................................................................. 105 Exporting lists to Excel ........................................................................................................... 110 Using the recent list .............................................................................................................. 116 Adding menu items to the favorites list ................................................................................ 119 Updating user options ........................................................................................................... 122 Updating personal information through the employee self-service workspace ................... 130 Changing the default company banner image ...................................................................... 134 Using Dynamics 365 ...................................................................................................................... 141 Accessing Forms from the Default Workspace ..................................................................... 142 Using the Employee Self Service Workspace ........................................................................ 145 Using the Credit and Collections Workspace ........................................................................ 149 Entering an order .................................................................................................................. 155 Product Information Management ....................................................................................... 164 Vendor Punch Outs ............................................................................................................... 168 Project Management............................................................................................................. 176 Using the help and task guides within Dynamics 365................................................................... 180 Accessing the Help Task Guide .............................................................................................. 181 Using the wiki help ................................................................................................................ 183 Using the task guides ............................................................................................................ 185 Creating our own task guides ................................................................................................ 191 Accessing the business process libraries within Lifecycle Services ....................................... 199 Exporting task recordings to Lifecycle Services ..................................................................... 205 www.dynamicscompanions.com Dynamics Companions

-5-

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Viewing task recordings in Lifecycle Services ........................................................................ 208 Reporting within Dynamics 365 .................................................................................................... 214 Running financial reports ...................................................................................................... 215 Traditional Reporting ............................................................................................................ 219 Exporting Data To Excel ......................................................................................................... 221 Publishing Excel Data To PowerBI ......................................................................................... 226 Getting Insights Into Your Data ............................................................................................. 228 Power BI Analytics ................................................................................................................. 230 Using Q&A to Query PowerBI................................................................................................ 231 Analyzing PowerBI Data Within Excel ................................................................................... 234 Streaming Analytics ............................................................................................................... 236 Viewing Relationships within PowerBI .................................................................................. 237 Using the data management tools within Dynamics 365 ............................................................. 239 Creating a data export template using data management ................................................... 240 Creating a data export from a data template ....................................................................... 246 Importing data packages into other entities ......................................................................... 253 Conclusion .................................................................................................................................... 261

www.dynamicscompanions.com Dynamics Companions

-6-

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Introduction Dynamics 365 for Finance & Operations, Enterprise Edition (Dynamics 365 for short) is a big change from the previous releases of Dynamics 365. The majority of the changes are around the new web based user interface, the new way that we navigate around in the application and also new sets of tools that have come along for the ride. For those of us that are familiar with the older user interfaces then we may have to learn a couple of new tricks to get around the system like the pro that we are, and for new users of Dynamics 365 environments then we will probably want as many tips on all the cool things that are hidden away within the application so that we can quickly become a power user of the system. If that’s the case then this is the guide for you – we have scoured all of the resources that we have to compile the most useful tips and tricks for Dynamics 365 and that will be useful to everyone, regardless of if you are a novice to Dynamics 365 just trying to get around in the application, or have worked with the previous versions of the system, and are just want to learn the nuances of the new user interface.

www.dynamicscompanions.com Dynamics Companions

-7-

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Navigating within Dynamics 365 The first area that we will look at within Dynamics 365 is the way that we navigate through the system. With the application being 100% web based, then we will find that the way that we move throughout the system may be a little different than we have become used when compared with the older systems that we may be used to because it takes advantage of the new options that are available within the web based format. For the users familiar with earlier versions of Microsoft Dynamics, then some the navigation will be similar to the way that we are used to, some of the these will be better, and some will be just downright new and cool. In this chapter we will take a look at some of the ways that we navigate through Dynamics 365.

www.dynamicscompanions.com Dynamics Companions

-8-

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Using workspaces The first thing that we will look at are the Workspaces. Workspaces are a new feature within Dynamics 365 and are a great place to start our day and are areas that designed to show us everything that we would normally want to access to perform a particular job task. And there are a whole slew of them delivered out of the box for us to explore and take advantage of.

How it works For example, when we first log into Dynamics 365, the first screen that we will see is the Default Workspace. This special workspace is like the master workspace menu that has a number of tiles for the different workspaces that are delivered with the system. Each of these Workspaces has been tailored to specific roles within the organization. Project Managers would probably be interested in the Project Management workspace.

And if we scroll down a little bit on the page we will see the Sales order processing and inquiry workspace which is tailored for an order entry clerk. For this example, we will click on that tile to open up the workspace. www.dynamicscompanions.com Dynamics Companions

-9-

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

That will take us to the Sales order processing and inquiry workspace. We will be presented with all of the core information that is necessary to track all of our sales orders and also links to the other areas that we may need to help us along the way.

www.dynamicscompanions.com Dynamics Companions

- 10 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Review Workspaces are a new way to navigate through the system because they are tailored for specific roles within the organization, and give users one place where they can perform most of their daily tasks.

www.dynamicscompanions.com Dynamics Companions

- 11 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Using the workspace tiles The first thing that we will look at within the workspaces are the workspace tiles. we will find these on the left hand side of the workspaces. They are quick visuals that show us how many particular transactions are sitting within the status, and also quick links to other detail and list pages within the application. Letâ€™s take a look at how they work.

How it works For example, on the Sales order processing and inquiry workspace then we will see that there are a number of tiles on the left. There are tiles that show us the number of Unconfirmed and Delayed orders lines, the number of Confirmed orders, and also links to the customers and all of the sales orders. To see the tiles in action we will click on the Unconfirmed tile which shows us that there are 2 unconfirmed orders.

This will take us straight to a list page that shows us all of the unconfirmed orders that are the tile was linked to.

www.dynamicscompanions.com Dynamics Companions

- 12 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Review Tiles within the workspace are a great way to see what we need to do, or work that is queued up for us through a simple visual tile.

www.dynamicscompanions.com Dynamics Companions

- 13 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Using the workspace favorites lists Another type of visual that we will find in the workspaces are the favorites lists that we will see in the center of the workspace. These are like the workspace tiles but they save we a little time because we can see all of the records in the list rather than just a summary.

How it works For example, within the Sales order processing and inquiry workspace if we scroll over to the middle of the workspace we will see a number of favorite lists. We will also see that there are a number of different favorites listed other than the first default list.

If we click on the Unconfirmed list then we will be able to see a list of all of the unconfirmed orders without having to drill into the details of the record.

www.dynamicscompanions.com Dynamics Companions

- 14 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Review The favorite lists are an easy way to browse through the data without leaving the workspace, and the default favorites that are delivered in the workspaces are aimed to allow us to quickly step through all of the information that we would need to know in order to keep track the key information for our job.

www.dynamicscompanions.com Dynamics Companions

- 15 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Drilling into details through hyperlinks As we start seeing more data through the workspaces and list pages, we may want to view some of the underlying data that is hidden behind some of the fields. We don’t need to search through any menus in order to do this though. Most of the time the field will show up as a hyperlink, and all we need to do is click on the hyperlink and we will be taken directly to the data that we are searching for.

How it works For example, on the Sales order processing and inquiry workspace, if we want to drill into the Sales order detail on any of the favorites lists then we just click on it on the Sales order number.

This will take us straight into the Sales order detail form showing us all of the sales order details.

www.dynamicscompanions.com Dynamics Companions

- 16 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Review The ability to drill through into the detail information behind any of the data on a form is a great time saver because we can research information right away and see the underlying details without having to go to search for menu items, and then searching for the data again.

www.dynamicscompanions.com Dynamics Companions

- 17 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Accessing the document detail forms Now that we are looking at the document record we are in the Document detail view. This view is different from the list views that we have been seeing so far because we have multiple groups of data that may be hidden as compressed Fast tabs.

How it works In this example we are seeing the order lines, but also there is a fast tab that contains all of the order header details. If we want to expand (or collapse) any of the fast tabs then all we need to do is click on the expand/collapse arrow which is at the top of each fast tab ion the right hand side.

This will expand out the fast tab and we will be able to see all of the fields that were hidden away from we.

www.dynamicscompanions.com Dynamics Companions

- 18 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Review Fast tabs are really useful because they allow us to pick and choose which sets of data that we want to see and also hide away the data that we don’t necessarily need on a daily basis.

www.dynamicscompanions.com Dynamics Companions

- 19 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Toggling between the header and lines view One feature that has been added to make things a little bit easier for the users is the option to switch between the Header and Line view on the forms directly on the form. For anyone who has to switch to the detail within the forms like the Sales Orders, this is a great shortcut to take advantage of.

How it works To switch from the Lines view to the Header view, just click on the Header link in the title bar.

That will take us straight over to the Header view.

www.dynamicscompanions.com Dynamics Companions

- 20 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

If we collapse all of the fast tabs together then we will see that there are a lot of different groups of information that are available on the header view.

If we want to switch back to the lines, then just click on the Lines link. Now we are back to where we started. That was easy. www.dynamicscompanions.com Dynamics Companions

- 21 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Review A lot of the forms within Dynamics 365 have header and line details, so knowing that we can switch between them is something to remember. Also whenever we are in a form, it’s good to check to see if these options are available when looking for particular information, because it may be hiding in the header version of the form.

www.dynamicscompanions.com Dynamics Companions

- 22 -

A BEGINNERS GUIDE TO DYNAMICS 365 FOR FINANCE & OPERATIONS, ENTERPRISE EDITION

DYNAMICS COMPANIONS INTRODUCTION GUIDE

Using the dropdown menus Another way that we can navigate through the system is through the dropdown menus. These menus allow us to access all of the different functions within Dynamics 365. For those that have used previous versions of AX, these are very similar in structure to the old menu pages.

How it works To access the menus then just click on the hamburger icon (the square with three horizontal lines in it) in the top left hand corner of the application. That will open up the Navigation Menu on the right hand side of the page. Here we can access the menus for the functional modules, we can access all of the workspaces, and also we can access favorites and also any recent menu items that we may have used.

Review Although the workspaces are a much better place to start our day because they are tailored to specific jobs within the organization, sometimes there are features and functions that we donâ€™t use every day, but we need to access them once in a while. In that case then the navigation menu is the place that we want to go because we can access pretty much everything from here. www.dynamicscompanions.com Dynamics Companions

- 23 -

A Beginners Guide to Dynamics 365 for Finance & Operations, Enterprise Edition