Rapid Start Data Clean - Shortcut Dimension Population

RapidStart/Worksheet Configuration.  These words are a mystery for the average NAV/Business Central user.  Is it a myth or fact that this RapidStart/Worksheet Configuration can help a company correct data, populate newly setup dimensions and correct errors?  It is no myth, and hopefully through my multiple blogs and webinar series you will feel comfortable exploring the possibilities with RapidStart/Worksheet Configuration and recognize the powerful tool it can be.

Important Note: I highly recommend that you practice any RapidStart data changes in your Test Database before making changes to your Live/Production Database.

Below is an example of how to populate data to a Shortcut dimension.  If you are looking for how to populate data to a Global dimension, see the Blog or Webinar dated August 30th, 2018. Populating Dimension Data.

Scenario:  Implementing a new Shortcut Dimension to your Customer table

Your company would like to have a new Shortcut Dimension called Territory.  Finance is looking at being able to run analysis by Territory.  You have already followed the steps to add a Shortcut Dimension along with the Dimension Values and adding it to the General Ledger Setup.  Now your mission is to populate the dimension values to your customers.  This could take a long time opening each customer, clicking on Dimensions and adding the dimension.

Let’s see how RapidStart/Configuration Worksheet will help you populate your dimensions.

Please note, there are two tables for Dimensions.  If you are updating a Global Dimension, you will update it on the related table.  For instance, if you have a Global Dimension called Department you can update your Dimension Value directly on the Table, you will see an actual field in the Configuration Worksheet and Package called Global Dimension 1 but in the actual Table you will see the field listed as Department.

If you are updating a Shortcut Dimension, you will need to update the Default Dimension Table #352 or you will need to have your Developer make the Dimension field available in the Configuration Worksheet on the actual table.  Then you would be able to update the field from the maser table like you would for a Global Dimension.

Territory Shortcut Dimension Example

Let’s get back to our Shortcut Dimension example.

You will first want to add a Package, if needed.

Add a package (a package is required to be able to use RapidStart).

    1. Go to Configuration Package.
    2.  New
    3. Add a Code and Package Name.
    4. Click OK.

Configure Package Card Example

You can work in the Package, but I prefer working in the Configuration Worksheet screen.

Add the Table to the Configuration Worksheet, if needed, and Assign the Package.

    1. Open Configuration Worksheet.
    2. New.
    3. Line Type = Table.
    4. Enter the Table no. Default Dimension = 352.
    5. In the Actions Tab on the Ribbon select Assign Package.
    6. Assign the line to the package you created.

Configuration Worksheet

The easiest way to see how this Default Dimension table works is to look at the way this table is structured.

  • As you can see below, the first column is the table number the dimension is attached to, next is the record it is attached to, then the dimension code, the Dimension value and the posting.
  • In the example below: customer table #18. It tells us that customer 01121212 has the Dimension AREA with a value of 70, the BUSINESSGROUP is Industrial, etc.
  1.  

Default Dimension Table

  • So, if we pull up the customer card 01121212 the Dimensions will match the above table.

                    

Customer Card Default Dimensions

Next you will Export the Template to Excel so that you can add the Territory dimension to your customers in your spreadsheet.  With the Global dimensions, you can populate directly on the table but with the Shortcut dimensions you need to populate to table 352, assuming you did not have your developer make the field available on the customer table.  You will want to update this dimension on all of your customers.  

There are multiple ways that you can accomplish this.

You can add your new shortcut dimension to a customer off the customer card.

  • Filter the export to that one customer for table 352.


Configuration Package Filters

  • Then export the Customer Table. Select the fields you want to export.  You only need the No. (field 1), Name (field 2) and in this example State (field 92).  State because this will help me determine the Territory.  
  • This way you will have a complete list of the customers.
  • You can copy and paste the customer numbers into your Default dimension table that you exported in step a>1 above and update the values for table.

Default Dimension Table Example

Default Dimension Table List

Another way is to Export Table 352 filtering on one of your Global Dimensions. Assuming that your data is good and your Global dimension is attached to every customer.

  • You could verify this export includes all customers by looking at how many lines exported and compare to the total records for your customer table or you can go to your Customer list and filter on ‘Department’=’’ and if nothing shows up – you know that the dimension is populated on all your customers.

Configuration Package Filters Example

  • You can then change out the Dimension codes to TERRITORY and you can update your values appropriately for the Territory.

Dimension Code Spreadsheet

Reminder: you can modify all the records this way or if you only have a handful to modify – delete the rows you are not modifying from your spreadsheet before importing.

Import your Template into NAV Worksheet.

    1. There is a warning that pops up if data already exists in the table.
    2. Select Import in the Ribbon if it is a valid import.

Configuration Package Import Preview

  • Apply the Data.

Configuration Package Import Pop-Up

Shortcut Dimension Data Success

Congratulations!  You have successfully added data to your new Shortcut Dimension ‘Territory’ in your Customer Table.

Error Handling:

After Applying the Data if there are any errors they will display on the Package Table Fact Box.

Package Table Fact Box No Errors

Package Table Fact Box Errors

You can Drill down to see what record an error is occurring on and select Show Error.

Show Error Button

You can fix the errors and Apply Data.  If there are a lot of errors, you can fix them in the worksheet, re-import and apply.

Note:  NAV validates the data to make sure the changes you are making are allowed.  See below – it did not allow me to make a change to the ‘Base Unit of Measure’ because there have been entries posted to this item. 

Configuration Package Errors

Error Message:  ‘Config. Package Table does not exist…’

Config Package Table does not exist error

This error could happen when you import a Table. 

It is telling you that the Package name on the imported table does not match the Package on the worksheet line.  This error is easy to fix.  Correct the Spreadsheet and re-import.  If this doesn’t work, I have re-exported to a new name, copy and pasted my data to the new worksheet and then reimport.

Package Code Reimport FixCorrected Package Spreadsheet

I hope that this article has eliminated the mystery behind RapidStart.   Through these exercises and examples, I hope that you have found some great uses for RapidStart that will help you.

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Marlene Mankin

Marlene Mankin

Application Consultant

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