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How to: Set Up Data Exports for GDPdU

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You must set up data export record sources to be able to export Grundsätze zum Datenzugriff und zur Prüfkbarkeit digtaler Unterlagen (GDPdU) data. For each data export type, you must define one or more record sources, where each source is a table from which you want to export data.

To set up a GDPdU data export

  1. In the Search box, enter Data Exports, and then choose the related link.

  2. On the Home tab, choose New.

  3. In the Data Exports window, fill in the fields as described in the following table.

    Field Description

    Code

    Specify the unique code for the data export, such as Export-1.

    Description

    Specify the description for the data export.

You must add record definitions to the data export. Each record definition represents a set of data that will be exported.

To add a record definition to a GDPdU definition group

  1. In the Data Exports window, on the Home tab, choose Record Definitions.

  2. In the Data Export Record Definitions window, fill in the fields as described in the following table.

    Field Description

    Data Export Code

    Select the data export code.

    If no data export code exists, you can create a new one.

    Description

    Specify the description for the record definition.

    Export Path

    Specify the path where the exported files will be stored.

    Next, you must add the relevant .dtd file that is required according to the GDPdU, such as gdpdu-01-08-2002.dtd. If you must import a new DTD file to replace an existing file, you must first export the existing DTD file.

  3. On the Home tab, in the DTD File group, choose Import.

  4. In the Import window, navigate to the location of the relevant DTD file, and then choose the Open button.

Next, you must specify the source for the data that will be exported.

To add source tables to a data export

  1. In the Data Export Record Definitions window, on the Home tab, choose Record Source.

  2. In the Data Export Record Source window, fill in the fields as described in the following table.

    Field Description

    Table No.

    Select the number of the main table to export data from.

    When you enter a value in the Table No. field, the Table Name field is updated.

    Export Table Name

    Optional. Change the suggested name of the table to be used in the INDEX.XML file during the export.

    The value of the Export Table Name field is used to generate the INDEX.XML file during the GDPdU data export. The default name is the name of the table without special characters due to the requirements of the auditors’ tool.

    Hh934654.Tip(en-us,NAV.90).gifTip
    In most cases, the Export Table Name and Export File Name fields are based on the same value. There may be cases where you specify exporting the same table more than once. You can choose different Export Table Names for each table entry, and the Export File Name will be automatically adjusted to match. You can then change the Export File Name as long as it is unique.

    Microsoft Dynamics NAV automatically names the files as follows.

    Table Name Export Table Name Export File Name
    G/L AccountGLAccountGLAccount.txt
    G/LAccountGLAccount1GLAccount1.txt

    Period Field No.

    Specify a filter for which date field will be used in setting the start date and end date of the report.

    For example, if you select the G/L Entry table as your data export source, you can select one of the date fields that are available in that table.

    Table Filter

    Specify a field on which you want to set a filter.

    In the Table Filter window, enter filter settings in the Field Filter column.

    For example, you can specify a field that conveys information about the amount. You can also specify a date field and set a filter for it if you want to filter on a time period other than Start Date .. End Date. However, you cannot specify a date field and set a filter for it if the same field is already used in the Period Field No.

    Date Filter Field No.

    Specify a date filter field if the table has one.

    If the table has more than one date filter, do not specify one in this field.

    Date Filter Handling

    Specify how the date filter is to be handled:

    • <blank>: No filter is set.

    • Period: Use the specified Start Date and End Date.

    • End Date Only: Use the batch job's End Date.

    • Start Date Only: Use the batch job's Start Date - 1.

    Export File Name

    Specify the name of the file that data from this table will be exported to.

    For example, if the table is the G/L Account table, the value of the Export Table Name can be GLAccount, and the value of the Export File Name field can be GLAccount.txt.

    Key No.

    Optional. Specify the key field.

    For more information on setting filters, see GDPdU Filter Examples.

    Next, you must specify the fields that data will be exported from.

  3. In the Fields pane, choose Add.

  4. In the Data Export Field List window, select one or more fields that you want to export, and then choose the OK button.

    1. To change the order of the fields, choose Move Up or Move Down.

    2. To remove a field from the list of selected fields, choose Delete.

You have added the main table from which to export. Optionally, you can add one or more related tables.

  1. In the Data Export Record Source window, in the line below the line for the main table, add the related table.

  2. On the Home tab, in the Indentation group, choose Indent.

  3. Select the indented table, and then on the Home tab, in the Indentation group, choose Relationships.

  4. In the Data Export Table Relationship window, fill in the fields as described in the following table.

    Field Description

    From Field No.

    Contains the number of the field in the parent table. You can specify that this field is related to a field in the subordinate table.

    To Field No.

    Contains the number of the field in the subordinate table. You can specify that a field in the parent table is related to this field.

    Note

    The From Field Name and the To Field Name fields are populated automatically.

  5. Choose the OK button.

After you have added tables and fields, you must validate that the structure of the data export source is correct.

To validate the data export source

  • In the Data Export Record Source window, on the Home tab, in the Process group, choose Validate.

    This validates the list of fields against the keys for the tables. If you select a primary key after you select a secondary key, an error message displays, and you must change the order of the fields in the Fields pane.

See Also

Tasks

How to: Export GDPdU Data

Concepts

Process for Data Access and Testability of Digital Documents (GDPdU)
GDPdU Filter Examples