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Walkthrough: Exporting GDPdU Data

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You can export business data for auditing purposes. How the data export is set up is different for all companies, and you should ask your tax advisor and the tax auditor. The following walkthrough describes the end-to-end process, but it is an example only.

The sample implementation illustrates a scenario where the auditor has requested that you export data from your general ledger, and information about your customers and vendors. This is not an example that is based on actual requirements from a tax auditor, but it serves to illustrate how to export data according to the process for data access and testability of digital documents (GDPdU) in Microsoft Dynamics NAV.

About This Walkthrough

This walkthrough illustrates the following tasks:

  • Setting up requirements for the data export.

  • Setting up the source for the data export.

  • Exporting data for the tax auditor.

Prerequisites

To complete this walkthrough, you will need:

  • The German version of Microsoft Dynamics NAV with the CRONUS AG installed. For more information, see Demo Install Option.

  • The .DTD file that is required according to the GDPdU. In this scenario, gdpdu-01-08-2002.dtd.

Story

Cassie is an accountant at CRONUS AG. She has been notified by the company’s tax auditor that they want to see a list of purchase and sales transactions in the first quarter of the calendar year 2013. Cassie knows the type of financial data that the auditor wants, but she needs the help of Sean to set up the export.

Sean is a power user with CRONUS AG. He understands how the data is set up technically with tables and fields. Therefore he usually helps Cassie set up the data exports for the auditors. From other data exports, he knows that the tool that the auditors use has some requirements on what the exported files must contain, but he needs the help of Cassie to establish exactly which data is needed.

Defining the Requirements

Cassie sets up the requirements for the data export. The auditors have asked her for transactions with customers and vendors. Therefore she knows that she needs data from the customer ledger, the vendor ledger, and the general ledger.

To set up the requirements for a data export

  1. In the Search box, enter Data Export, 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

    The unique code for the data export, AUDIT-Q113.

    Description

    The description for the data export, Data export for Q1 of CY 2013.

    The AUDIT-Q113 code is a container for the data export.

    Next, Cassie adds descriptions of the kind of data that she needs in the export.

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

  5. In the Data Export Record Definitions window, choose the Data Export Code field, and then, in the window that appears, choose New.

  6. In the Data Export Record Types window, fill in the fields as described in the following table.

    Field Description

    Code

    The code for the record type, GLCUSTVEND.

    Description

    The description for the record type, G/L, Cust., Vend..

  7. Choose the OK button.

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

    Field Description

    Data Export Code

    Select the record code, GLCUSTVEND.

    Description

    The description for the record type is added automatically, but you can change this to General ledger, customers and vendors, for example.

    Export Path

    Specify the path where the exported files will be stored.

    In this scenario, C:\Exports.

    If the specified folder does not exist, choose the Yes button to create it.

Next, Cassie specifies the source for the data that will be exported. She knows from previous exports that she wants data from the following tables:

  • G/L Account

  • Customer

  • Vendor

To specify requirements for the source for the data export

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

  2. In the Data Export Record Source window, in the Table No. field, enter 15.

    The Table Name field is automatically updated with the name of the G/L Account table.

  3. In the Notes part, choose the link, and then enter the following text:

    I need entries that show the affected accounts, the posting date, the balance, and the net change.

  4. Repeat the two previous steps to add tables 18, Customer, and 23, Vendor to the data export record source.

    For these tables, Cassie asks for data about each customer and vendor and detailed information about each transaction based on the customer ledger and the vendor ledger. She also asks for the net change at the start of the period, during the period, and after the period that the data export is for.

  5. Choose the OK button.

Cassie has described the kind of data that she needs, and she notifies Sean that she wants his help is setting up the data export.

Setting Up the Source for the Data Export

Cassie and Sean have talked about the requirements. Cassie has explained what she means with the comments she has made for the first three tables in the record sources. The next day, Sean can complete the setup for the data export source.

First, Sean adds the required .dtd file to the data export record definition.

To add a .dtd file to a record definition

  1. In the Job Task Lines window, choose the AUDIT-Q113 data export. On the Home tab, choose Record Definitions.

  2. In the Data Export Record Definitions window, choose the line where the Data Export Record Type Code field is set to GLCUSTVEND. On the Home tab, in the DTD File group, choose Inport.

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

Next, Sean adds the G/L Entry table to the source. Then he adds fields from that table and the G/L Account table.

To add the G/L Entry table to the data export record source

  1. In the Data Export Record Definitions window, choose the line where the Data Export Record Type Code field is set to GLCUSTVEND, and then, on the Home tab, in the Record Definition group, choose Record Source.

  2. In the Data Export Record Source window, select the line under the line for the G/L Account table, and then on the Home tab, choose New.

  3. In the Table No. field, enter 17.

    The Table Name field is automatically updated with the name of the G/L Entry table.

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

    This indents the G/L Entry table under the G/L Account table. Next, Sean adds a table relationship between the two tables.

  5. On the Home tab, in the Indentation group, choose Relationships.

  6. 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. In this scenario, the No. field on the G/L Account table.

    To Field No.

    Contains the number of the field in the parent table. In this scenario, the G/L Account No. field on the G/L Entry table.

  7. Choose the OK button.

To add fields from the G/L Account and G/L Entry tables to the data export record source

  1. In the Data Export Record Source window, select the line for the G/L Account table, and then in the Fields pane, in the toolbar, choose Add.

  2. Choose the following fields, and then choose the OK button.

    Field number Field name

    1

    No.

    2

    Name

    4

    Account Type

    31

    Balance at Date

    32

    Net Change

  3. In the Data Export Record Source window, select the line for the G/L Entry table, and then in the Fields pane, in the toolbar, choose Add.

  4. Choose the following fields, and then choose the OK button.

    Field number Field name

    4

    Posting Date

    5

    Document Type

    17

    Amount

Sean added the Posting Date field from the G/L Entry table because Cassie needs the data to be filtered based on the posting date. Now, Sean will use the field to specify the field on the G/L Entry table that will be used to calculate the period for the data export.

To add a period filter to a table in a data export source

  1. In the Data Export Record Source window, select the line for the G/L Entry table, and then choose the Period Field No. field.

  2. In the Data Export Field List window, choose the Posting Date field, and then choose the OK button.

    The Data Export Field List window is filtered to show only the date fields.

This means that when Cassie exports the data and specifies the start date and the end date for the period that the auditors want, the export will include entries where the Posting Date field is between the specified start date and end date.

Next, Sean adds the Customer and Vendor tables.

To add the Customer table

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

    Field Description

    Table No.

    18

    Export Table Name

    Customer

    Export File Name

    Customer.txt

  2. In the Fields pane, in the toolbar, choose Add.

  3. Choose the following fields, and then choose the OK button.

    Field number Field name

    1

    No.

    2

    Name

    21

    Customer Posting Group

    59

    Balance (LCY)

    61

    Net Change (LCY)

  4. Repeat the previous two steps to add the Balance (LCY) field again.

  5. Choose the line for the first instance of the Balance (LCY) field, and then, in the Date Filter Handling field, choose Startdate.

  6. Choose the line for the second instance of the Balance (LCY) field, and then, in the Date Filter Handling field, choose Enddate.

  7. Choose the line for the Net Change (LCY) field, and then, in the Date Filter Handling field, choose Startdate..Enddate.

    The following table describes the field values for the fields on the Customer table.

    Field No. Field Name Field Class Date Filter Handling Export Field Name

    1

    No.

    Normal

    No

    2

    Name

    Normal

    Name

    21

    Customer Posting Group

    Normal

    CustomerPostingGroup

    59

    Balance (LCY)

    FlowField

    ..Startdate

    StartBalanceLCY

    59

    Balance (LCY)

    FlowField

    ..Enddate

    EndBalanceLCY

    61

    Net Change (LCY)

    FlowField

    Startdate..Enddate

    NetChangeLCYPeriod

    Tip

    To change the order of the fields, select a field, and then, in the toolbar, choose Move Up or Move Down.

Sean has added the Customer table to the data export source. Now, he adds the Vendor table.

To add the Vendor table

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

    Field Description

    Table No.

    23

    Export Table Name

    Vendor

    Export File Name

    Vendor.txt

  2. Follow the steps in the previous procedure to add fields from the Vendor table to the data export source.

    The following table describes the field values for the fields in the Vendor table.

    Field No. Field Name Field Class Date Filter Handling Export Field Name

    1

    No.

    Normal

    No

    2

    Name

    Normal

    Name

    21

    Vendor Posting Group

    Normal

    VendorPostingGroup

    59

    Balance (LCY)

    FlowField

    ..Startdate

    StartBalanceLCY

    59

    Balance (LCY)

    FlowField

    ..Enddate

    EndBalanceLCY

    61

    Net Change (LCY)

    FlowField

    Startdate..Enddate

    NetChangeLCYPeriod

Sean has almost completed the setup, but he wants to verify that the data export source meets the technical requirements of the auditors’ tool.

To validate the data export source

  • On the Home tab, in the Process group, choose Validate.

Sean has now completed the setup of the data export based on the requirements from Cassie. He notifies her that she can start exporting data for the tax auditors.

Exporting Data for the Tax Auditors

Cassie wants to export data that she can then send to the tax auditors.

To export data

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

  2. In the Export Business Data window, on the Options FastTab, fill in the fields as described in the following table.

    Field Description

    Starting Date

    The start date. In this scenario, 01-01-2013.

    Ending Date

    The end date. In this scenario, 03-31-2013.

  3. On the GDPdU Record Definition FastTab, select filters as described in the following table.

    Field Description

    Data Export Code

    In this scenario, AUDIT-Q113.

    Data Export Record Type Code

    In this scenario, GLCUSTVEND.

  4. To export the data, choose the OK button.

When the export is completed, Cassie is notified. She can now submit the exported files to the tax auditors. First, she examines the files in the C:\Exports folder on her computer. There is a file for each table, and the files have the names that Sean specified in the data export source. There is also an INDEX.XML file that describes the structure of the data export with the names of the tables and fields that Sean specified.

Next Steps

When the tax auditors import Cassie’s files into their software, they can read the data that she exported. If the auditors need a new version of the same data export, Cassie can run the export again.

The next time the tax auditors request new data, Cassie and Sean can collaborate to create a new data export.

See Also

Tasks

How to: Set Up Data Exports for GDPdU
How to: Export GDPdU Data

Concepts

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