using excel to update demand forecasts in dynamix ax 2012 walkthrough

© 2013 Murray Fife. All rights reserved.

Using Excel

To Update

Demand Forecasts

Dynamics AX has an add-on for Microsoft Excel that allows you to retrieve data from Dynamics AX, and

also publish changes back to the database in a controlled way. You can use this to give users a simpler

way to manipulate the information in the database. As an example, you can use this to create a better

way to update demand forecasts, since the default maintenance forms within Dynamics AX.

In this walkthrough we will show how you can:

Build your initial forecast model

Link to your forecast within Excel

Create total matrix fields

Create period total matrix fields

Create summary forecast dashboards in PowerView

Building Your Initial Forecast Models

Before we start linking our forecasts to Excel, we need a base set of data to update, so we will start the

process by adding in some demand forecasts into Dynamics AX. After you have set these up, you

shouldn’t have to use the maintenance forms any more.

In this example we will show how to create some base demand forecast data.

HOW TO DO IT...

To build your initial forecast models, follow these steps:

1. Within the Entry sub-folder of the Forecast folder of the Periodic group of the Inventory and

warehouse management area page are a number of ways to update forecasts. For our

purposes, we want to be able to forecast by customer, item, and group, so we want to maintain

our Customers forecasts.

2. The Customers forecast maintenance form will list all of our customers. Select one, and then

click on the Entry button on the right.

Configuring Costing & Cost Sheets


3. This will open up the Demand forecast maintenance form. Click on the New button in the menu

bar to start adding forecasts.

4. Create a base forecast entry for your first product, with a start date of the beginning of the year,

and also a starting forecast quantity.

5. To create a weekly forecast spread we have defined a simple Period Key that we can use as a

starting template.



6. Repeat this for all of the other products that you want to forecast.

7. Also repeat the process for all of the customers that you want to forecast as well.



8. Once you have created your base forecast data, click the Close button to finish.

Linking to Forecasts within Excel

Once you have your base forecast data, you then will want to link it into an Excel Spreadsheet so that we

can update the data from there rather than through the default maintenance forms within Dynamics AX.

In this example we will show how to create a linked table within Dynamics AX using the AX add-in.

HOW TO DO IT...

To create a linked table within Excel, follow these steps:

1. Open up Excel, and select the Dynamics AX tab.

2. Click on the Add Data button, and select the Add Tables option to select the data directly from

the tables.



3. This will open up the Select Tables dialog. All of the forecast data is stored in the ForecastSales

table. Filter out the available tables so that you can see it.

4. Select the table, and then click on the > button to move it to the right hand side, and then click

OK.

5. This will open up the field explorer and also add in the default key fields for the table into your

spreadsheet.

6. This will open up the field explorer and also add in the default key fields for the table into your

spreadsheet.

7. In addition to the default fields, add:

Method

Customer group

Customer account

Item group

Item number

Quantity

Unit

Cost price



8. Click on the Fields button in the Design group of the Dynamics AX ribbon bar to turn off the

field explorer and you will be taken into edit mode. Note that more buttons are enabled now.

9. Click on the Refresh button in the Data gropu of the Dynamics AX ribbon bar, and the add-in

will return back all of your forecast data.

10. Now you can update any of the forecast quantity values, and click the Publish button in the

Update group of the Dynamics AX ribbon bar.



HOW IT WORKS...

Now you can update any of the forecast quantity values, and click the Publish button in the Update

group of the Dynamics AX ribbon bar.

If there are no errors, then you can select the Dynamics AX Status workbook, and you will see that your

record has been updated.

If you return to Dynamics AX, then you will see that it has been updated.



Creating A Total Matrix Field

Updating individual fields is good, but that is probably not how you want to maintain your forecasts.

The Excel add-in has a feature in the field explorer that allows you to create Matrix Fields that will

summarize data for you and allow you to update more than one record at once.

In this example we will show how to create a Matrix Field for the total quantity.

HOW TO DO IT...

To create a new matrix field, follow these steps:

1. Click on the Fields button in the Design group of the Dynamics AX ribbon bar to view the field

explorer panel.

2. Right-mouse-click on the DemandSales table name to open up the context menu, and you will

be able to select the Create Matrix Field menu item.



3. In the Create New Matrix Field dialog box, change the Measure to the Quantity measure.

4. For this example we do not want to add any conditions, so just click the OK button to finish.

5. Now you will see a new field is created in the Field Explorer.

6. Create a new worksheet called CustomerForecastSales and drag over the following fields:

Currency

Model

Method

Customer account

Total

7. Create another worksheet called ProductGroupForecastSales and drag over the following fields:

Currency

Model

Method

Item group

Total



8. Create a final worksheet called ProductForecastSales and drag over the following fields:

Currency

Model

Method

Item number

Total

HOW IT WORKS...

Now if you click on the Fields button and then Refresh you will notice that all of the data is now

summarized to the lowest level on the worksheet. In this example there are the forecasts by Customer

account.

In this example they are shown by Item group.



And in the final worksheet they are shown by Item number.

You can make a changes on any of the summary worksheets and click the Publish button.

The base forecast records will then be updated proportionally based on the current values.



Creating Period Total Matrix Fields

You probably want to update your forecasts based on some type of period rather than by total. You can

do that easily by creating a Matrix Field that only applies to a certain filter condition.

In this example we will show how you can create Matrix Fields that allow you to update the data by

period.

HOW TO DO IT...

To create a period total matrix fields, follow these steps:

1. Create a new matrix field for the Quantity measure, but add in two new conditions for the data

range of the period.

2. Repeat this process for the other periods.

HOW IT WORKS...

Now return to the summary worksheets that were created in the previous step, and add all 12 of the

new period Matrix Fields to the worksheets.



When you refresh the data you will see all of the period totals showing in a tabular form.

To update all of the forecasts in the period, just update the quantity and click the Publish button.



This will update all of the other worksheets automatically.

And if we double check the Dynamics AX demand forecasts, then you will see the periods forecasts are

updated.



Creating Summary Forecast Dashboards in

PowerView

Since we have all of the data within Excel, then we might as well publish the forecasts as a dashboard for

reporting and analysis.

In this example we will show how to create a PowerView forecasting dashboard.

HOW TO DO IT...

To create a forecast dashboard, follow these steps:

1. Select the detailed result data table within Excel and then click on the Create Linked Table

button on the PowerPivot ribbon bar.



2. This will copy all of the forecast data into PowerPivot.

3. Here you can create additional computed fields list the TotalCost and also Month.

4. Return to Excel and then select the Save to SharePoint option from the Save & Send menu item,

and then select your PowerPivot gallery.

5. Give your PowerView datasource a name, and click Save.



HOW IT WORKS...

Now when you view your PowerPivot Gallery you will be able to see your data source and can click on

the PowerView dashboard icon to create a new dashboard view. All you need to do is drag your field

data over into the PowerView canvas to start your dashboard.

Within a few minutes you should be able to analyze your forecasting data.



Summary

How cool is that!

About

Murray Fife

With over 18 years of ERP (Enterprise Resource Planning) Business

Software experience, initially as a developer, then as an

implementation consultant, and now as a technology consultant

specializing in Microsoft Dynamics® AX solutions.

For the past 15 years Murray has been educating, training,

presenting and demonstrating to C-Level executives on topics

ranging from ERP software selection to business intelligence

strategies.

EMAIL: [email protected]

PHONE: +1 (404) 425-9616

TWITTER: @murrayfife

BLOG: http://atinkerersnotebook.com/

SLIDESHARE: http://slideshare.net/murrayfife/presentations

LINKEDIN: http://www.linkedin.com/in/murrayfife

ORIGINAL:


The information herein is for informational purposes only and

represents the current view of Murray Fife as of the date of this

presentation. Because Murray Fife must respond to changing

market conditions, it should not be interpreted to be a

commitment on the part of Junction Solutions, and Murray Fife

cannot guarantee the accuracy of any information provided after

the date of this presentation.

MURRAY FIFE MAKES NO WARRANTIES, EXPRESS, IMPLIED OR

STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

mailto:[email protected]

http://atinkerersnotebook.com/

http://slideshare.net/murrayfife/presentations

http://www.linkedin.com/in/murrayfife

using excel to update demand forecasts in dynamix ax 2012 walkthrough

Technology

base forecast data

forecast folder

weekly forecast

base demand forecast

base forecast entry

initial forecast modelsbefore

summary forecast dashboards

starting forecast quantity